Guidelines for Recording and Publishing Video and Audio for the Web

Here are the best practices to follow when recording video or audio for distribution on the Web:

Regarding your audience:
  • Announce at the beginning of each event (preferably on the recording) that the session is being recorded. It is also a good idea to post signs to that effect that are easily visible to audience members.
    • Here's a sign you can post at the event, on the entry doors and in the front of the room. (Video Recording Sign)
  • If there is a Q&A following a presentation, do not record the audience members or their questions, or at the very least try to confine the questions to the end of the session so that you can remove that part from the final recording.
  • In general, recording the audience should be avoided wherever possible.
Regarding your speaker(s) / panelist(s):
  • Ensure that anyone who will appear on the video or audio recording submits the following form prior to the event. Signed PDF versions of the form should be returned to the HLS Communications Office (contact info below):
  • Work with the speaker to ensure that they own the copyright to their materials (quotations are fine), and are not displaying graphics or any other content owned by other parties (Homer Simpson, Coca-Cola, and so on).
Regarding any outside film crews:

If you are not using HLS Media Services, and are instead using an outside vendor to film on the HLS campus, you must first notify the HLS Communications Office (contact info below) and also make sure the vendor has received permission and is aware of the following restrictions (they will be asked to sign a release agreeing to these terms).

The permission request form is here: Campus Recording Permission Request

The restrictions around recording on campus are as follows:

  1. Students may not be filmed for any reason without express permission from the HLS Communications Office and signatures of Recording License Agreements (above) from all students.   
  2. Staff and faculty may not be filmed without signatures of Recording License Agreements (above) from each individual being filmed.   
  3. The inside of buildings may not be filmed without express permission from the HLS Communications Office. Filming the exterior of buildings is permissible, as long as there is no disruption to the campus and no students are filmed without permission.
  4. The HLS Communications Office reserves the right to review recorded material prior to its publication and we reserve the right to use the media for our own promotional purposes on our web site or via other channels.
  5. All recording should be completed in a timely and unobtrusive manner, without disruption to the academic environment.

With these guidelines followed, you should be perfectly safe to publish your content on a website / blog, YouTube, or anywhere else on the Web. If you’d like that material published on Harvard’s instance of iTunesU, please contact the HLS Communications Office and we can work with you to make that happen.

Harvard Law School Office of Communications Contact Info:

By email: video@lists.law.harvard.edu
By phone: 617-495-3118
By fax: 617-495-3501
By mail: 125 Mount Auburn Street, Room 434, Cambridge, MA 02138

Last modified: March 28, 2012

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