Members that are unable to attend meetings and events should be able to view recordings of them. Member Groups are strongly recommended to record and broadcast their events, either live or in a form which enables access later. Broadcasting should be seen as a form of not-for-profit publishing.
There are many formats in which information may be recorded or broadcast, and many technologies which may be used, but no single optimum solution which meets all needs. Detailed guidance on recording scenarios, technical approaches, choice of equipment and broadcast medium is given at http://volunteer.bcs.org/broadcasting. A central pool of equipment is held at the BCS Southampton Street location which may be reserved for use in meetings held there.
Member Groups should develop a strategy defining what type of events will be recorded and broadcast, what approaches and technologies will be used, and what level of investment in equipment is justified. The guidance document includes recording scenarios, including costs, to help decide. The committee may wish to appoint a Recording/Broadcasting officer and Treasurers may include requests for funds to purchase equipment in their annual budget submissions.
In advance, or at the event, the organiser must
- Get the speaker’s agreement to their slides being distributed and their address being recorded explaining how the recording will be subsequently used
- Remind speakers that they should own the copyright of their material, or obtain permission to use any material covered by a third party’s copyright
- Tell audience members that the proceedings (including any discussion) will be recorded and how to protect their privacy, should they wish to do so
- Ensure that the recording does not contain any confidential, proprietary, personal, or defamatory material
A model invitation letter to speakers covering these points is given in the guidance documentation referenced above. Member Groups should also keep a simple audit trail of their invitations to speakers, and each speaker's response.