How to Host a Successful TEDx Event

If you have seen TED Talks, then I am sure you have wondered how you can
attend one, or maybe even better, how can you organize one. It is relatively
easy. All you have to do is follow the following steps, and then you can arrange
one of your own!

A TEDx event is an independently organized event, where x = an independently organized TED event. It can either be a formal event, a university event, a youth event, an ED event, a TEDxLive event, a TEDxWomen event, a Business event, or an Internal event. 

So, you can start by deciding the event type. Now that the imagining part is done, let's get on with the main steps. So, to have a successful TEDx event, follow the following crucial steps:

1. Get Permission From the Management

If you are hosting this event at your college premises or any other organization, you first need permission from the management. It is required because they will be the ones providing you with resources, infrastructure, and even funding.

2. Pick a Theme

You are supposed to submit an expected theme to provide TED with a central
idea of what your event will revolve around. Besides the theme, you are also
supposed to submit the event's name and at least three possible guest speakers at your event.

3. Get the License

You can get a TEDx license. This license is granted to individuals and is valid for one event per year. If you are applying for the license, then remember that TED also wants you to live in the city you are asking for the license. 

So, keep that in check, or else, you can get a local to get the license while you can be the event's co-organizer.

Apply for the license application in advance because the application clearing
process can take around 8-10 weeks. It is recommended that you start
preparing for the event at least three months before in advance.

4. Recruit the Right Team

An event management task can get quite hectic, so build up a team of like-
minded people who can work hard towards making this event successful. Since
TEDx happens on a smaller scale, it is better to make a small team of people
who can focus on different tasks and integrate and coordinate.

You will be required to make a marketing team, an event production team, a
speaker connection team, a sponsorship team, among the others. To make the
event a success, all groups must follow a scheduled timeline.

5. Budget and Sponsors

This will be the task for the sponsorship team. First, the team needs to create a budget, and after final approval, the sponsorship team can start looking for
sponsors. It might be hard to find sponsors for a small event, so you should try
to approach small local business people who will be interested in your cause.

Remember, your expenses and income need to be calculated roughly to get a
rough idea on a budget. The tickets are your source of income.

6. Venue

The venue is one of the most critical decisions you, as an event organizer, will
make. The venue does not just need to be suitable for the guests and your
speaker but also has to adhere to TED's standards.

It needs to have the ability to project and watch videos, a stage for the speaker and host, a convenient setting, exhibit space, catering space, among others. You are required to showcase a certain amount of TED videos in your event. So, make sure you read the fine print of the agreement you sign.

7. Get Your Speakers

Who will speak at your event is also an important question that you need to ask. Remember that the sponsor can not be a speaker too. The speakers do not get paid for speaking at the event.

Make sure you stick to the 18 minutes rule. No TEDx talk lasts longer than that. There is a timer going on in the background. It can be as minimum as five minutes, but not a minute more than 18. This is the format set by TED to keep the information neat and crisp and to the point.

8. Promote Your Event

An event is as good as the audience, so make sure you get the required footfall to make your event a success. Build a marketing team and promote your event across all social media platforms, mainly ensure that the word gets to the local audience.

9. Record, Telecast Your Event

Make sure the word gets out! That is the point of TEDx talks, so surely try to do a live broadcast of the event so more people can enjoy the event and learn from the enriching experience.

10. Enjoy

It is not just the final step. It is a part of each step. Enjoy the process of
organizing an event. It will be an enriching experience on its own.

Written by - Srishti Purohit

Edited by - Sandhya R