TEDx Event Video Production – Part 3: Rehearsals, Legal, and Behind-the-Scenes at TEDxGramercyPark

How to Manage Rehearsals and Speaker Tech Checks

Rehearsals reduce speaker anxiety, eliminate technical surprises, and allow your team to practice transitions and cue timing under real conditions.

Here’s how to make them count:

• Schedule a Full Technical Run-Through: Ideally, hold this 1–2 days before the event. If that's not possible for the venue, the day of works too. Run every element of the show — from speaker walk-ons to lighting transitions to media playback. Simulate the real show as closely as possible.

• Hold Individual Tech Checks: Give every speaker time on stage to test mics, adjust slide decks, rehearse transitions, and get comfortable with the setup. Record video during rehearsal so they can fine-tune delivery and timing.

• Cross-Department Participation: Ensure your stage manager, lighting designer, audio engineers, camera operators, and speaker coach are all present. These rehearsals are often the first (and only) time the entire team operates as one.

Rehearsals don’t eliminate surprises — but they give your team the confidence and clarity to solve them quickly.

Legal & Licensing Considerations for Team Members

TEDx events are independently organized, but they carry TED’s global branding — which means strict standards around content, copyright, and media usage.

Here’s what you need to lock down:

• Media Releases Are Mandatory: Every speaker, volunteer, and team member appearing on-camera must sign a media release. TED provides a template, but confirm it's compliant with your region’s privacy laws.

• Copyrighted Materials Are Off-Limits: You cannot use copyrighted music, images, or video in your event or final talks. All background music must be royalty-free, and slides must use licensed or original visuals.

• Freelance & Vendor Agreements: If you’re hiring external help — camera crews, editors, designers — make sure to have a scope of work, timeline, and usage rights in writing. This prevents ownership disputes when it’s time to submit videos or publish to social.

Getting this paperwork right protects your team, your event license, and your speakers' ability to be featured on TED platforms.

Common Pitfalls in TEDx Event Video Production Team Building (and How to Avoid Them)

Even seasoned organizers make these mistakes. Here’s how to spot them early:

• Skipping Critical Roles: You can’t afford to combine show calling, video directing, and AV management into one person. Delegate, and ensure every core role is staffed with someone who’s experienced — or well-supported.

• No Run-of-Show Document: Verbal plans aren’t enough. A detailed, minute-by-minute show flow — shared with all departments — is your single source of truth on event day.

• Neglecting Post-Production: Editing takes time. Rushing post-production can lead to subpar audio, missed framing guidelines, or poor color grading — all of which hurt your credibility with speakers and TED itself.

• Miscommunication Between Teams: Creative and technical teams must collaborate from the beginning. Regular check-ins and shared tools (like Notion or Slack) can help to keep everyone aligned.

Case Study: TEDxGramercyPark’s Team Workflow in Action

When we were selected as the full-service production partner for TEDxGramercyPark, we knew this event needed to match the high expectations of the TED brand — while being built from the ground up by a local team.

Zane Witherspoon's talk from TEDxGramercy Park. Filmed by Matchbox Media.

Pre-Production: Vision Meets Reality

We began with venue scouting and theme integration. Our creative director developed a visual identity aligned with TEDx branding, while our producer worked with presenters to refine our technical setups. Simultaneously, we engineered a tech package tailored to the venue to bring out its personality with ensuring flawless AV execution without compromising aesthetics.

Production: Coordinated Cues & Live Energy

On show day, our Technical Director ran a live calling to all camera operators and creative producers. We deployed a 3-camera setup with a live switcher to capture the event with cinematic clarity. Speaker transitions were seamless, and our backstage coordinator ensured everyone hit the stage at the right moment — mic’d, confident, and on time.

Post-Production: Speed + Compliance

Within 14 days of the event, we submitted the first round of edited talks — fully color-graded, sound-mixed, and TEDx-compliant. The result? A fully professional event, delivered on time and beyond expectations.

Conclusion: Why the Right Team Makes All the Difference

Hiring a TEDx video event production company is more than a checklist. It’s a creative, technical, and logistical symphony — and the quality of your team determines whether that symphony inspires or falls flat.

At TEDxGramercyPark, we saw firsthand that with the right structure, tools, and professional support, TEDx organizers can go from overwhelmed to in-control — and from anxious to proud.

If you’re planning a TEDx and want to ensure every moment is polished, on-brand, and unforgettable, we’d love to partner with you. Because when your team is solid, your ideas can shine.