Presentation Video Publication and Rights Review: A Practical Guide by Role

Part 1. Planning and Programme Lead

"Set out the detailed release plan at invitation; do not treat receipt of materials as approval to publish."

• State the release plan in invitation terms: Do not wait until event day to disclose recording and online publication plans. As SIGPLAN recommends early notice of recording plans, describe on-site screening, livestreaming, post-event VOD and promotional excerpts when calling for and notifying invited speakers, panellists and chairs. Specify channels, audiences, publication periods and editing, and confirm required prior consent or another applicable lawful basis.
• Do not substitute one representative's signature for every participant's permission: For joint presentations or sessions with multiple speakers, a single author's submission or representative's signature does not automatically cover every invited speaker, panellist and chair. Check each participant's consent or other applicable basis, and the representative's authority and scope of approval.
• Separate receipt of materials from approval to publish: An email acknowledging receipt of a speaker's slides does not itself permit online distribution or publication of a recording. Do not treat receipt as release approval.
• Manage the on-site original and online revision separately: If unlicensed material requires replacement slides or an excluded segment, agree the replacement schedule and recording-team handover before the presentation deadline. Distinguish filenames and intended uses for the on-site original and online release revision.
• Organise programme materials and rights records: The programme lead should link the session identifier, speaker consent records or other applicable rights basis, embedded-material list and final slide version, then formally hand them to the rights reviewer.

SIGPLAN describes early notice and consent requests for recordings intended for later publication; livestreaming is planned separately. Check consent and other applicable lawful bases separately for each event.

Part 2. Rights and Copyright Review

"Do not treat the speaker's image and voice and third-party works in the slides as one bundle of rights."

• Review speaker and third-party rights separately: Consent to recording a speaker's face and voice does not automatically permit publication of photographs, music or videos embedded in their slides. As RecSys guidance illustrates, manage recording, transcription and reproduction permissions for the speaker separately from documentation of third-party materials.
• Distinguish attribution from legal permission: A source credit alone does not establish permission to use a work or transmit it online. Do not substitute attribution for evidence of the required permission and its scope.
• Map each basis for use to slide numbers and timecodes: Record the permission or licence, covered uses, allowed channels and validity period against each final slide number or video timecode. Do not presume an item unlawful or freely usable merely because there is no consent form; refer insufficiently supported segments to the rights reviewer and hold publication.
• Compare permissions for each channel and use: Using the structure of the ACM HT rights form as an example, check that the permitted scope and duration cover third-party materials in on-site screening, livestreaming, post-event recordings and promotional excerpts.
• Decide on publication and hold unresolved segments: If the basis or scope for a segment is missing or unconfirmed, hold its publication. Arrange a replacement screen, exclusion or further verification, recheck the revised version, and approve only versions whose permitted scope has been confirmed.
• Do not generalise association guidance as Korean legal requirements: ACM HT, RecSys, SIGPLAN and SIGCHI policies are structural references, not universal legal requirements for Korean events. Have a qualified reviewer assess the actual use of works and legal interpretation under the contract and applicable Korean law.

The ACM HT 2024 form is an example separating livestreaming and later distribution, not a universal consent form for Korean events.

Part 3. Video Editing and Publishing Operations

"A recording is not publication approval, and an approval record does not prove editing was completed."

• Control audience questions and audio capture: As the SIGCHI recording policy illustrates, a questioner's voice may be recorded or broadcast even if the camera does not show the whole audience. Check the required consent or other applicable lawful basis separately. Agree audience notices, microphone and camera coverage, and responses to requests not to publish, such as voice alteration or removal. Do not assume alteration is always sufficient; assess the intended disclosure.
• Block unverified segments and recheck the edit: If rights to a slide remain unresolved, obtain approval for a replacement screen or omission before livestreaming. For VOD, give editors the timecodes and removal or replacement instructions, then recheck the revised video against them.
• Identify unscheduled changes and avoid blanket approval: If a speaker adds an unregistered slide or an unplanned audience question occurs, identify and separate the changed recording segments rather than applying approval of the pre-submitted materials to the entire recording.
• Link final delivery metadata and handover: The production or recording team should not deliver a video file alone. Hand the publisher a release record linking the session identifier, final filename, approved channels, editing outcomes for excluded timecodes and reviewer sign-off.
• Cross-check the actual published file against approval: Compare the file uploaded to the platform, access permissions and release period with the final approval list, then record the final public URL and time checked. Confirm both the actual video and its approval record before determining what may be released.

SIGCHI's audience-question policy is an example from that association. Review the legal basis and permitted publication scope for the event separately.

Use the form for the next handover

Use the [Recording rights and release checks](/en/templates/recording-rights-release.html) for the records described here. The XLSX contains Blank, Example and Instructions sheets. Write your event in Blank; the fictional example is a guide to what to enter.

Give people and embedded works separate IDs and record channel scope. Hold unverified uses and identify replacement or excluded segments.

Rights staff send the evidence list and edit instructions to the editor. The publisher retains the final decision and actual published-file record together.

Final check before use: Before externally releasing or publishing presentation recordings, check the speaker's image consent, the permitted use of third-party slide content and the editing of excluded segments.