Lecture Recording

The Georgia Tech Library Recording Service records scholarly lectures based upon academic research, such as research lectures/forums, seminar series, colloquia and symposia. As a part of this service, recorded events are required to be archived in SMARTech, the open-access institutional repository, which provides wide, public dissemination of scholarship generated and/or presented at Georgia Tech.

Need to record a lecture?

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The Lecture Recording service:

  • Is limited to Georgia Tech sponsored events and must occur on Georgia Tech's campus between Monday and Friday
  • Is unable to provide extensive editing of video content
  • Is free for events that occur between 8 a.m. and 6 p.m. and are 90 minutes or less
  • Provides you with streaming video links and downloadable video files (.mp4), which should be available 7-10 days after your event
  • Captures statistics on your collections and provides reports to you, upon request, at the end of the year

Note: All speakers appearing on the recording MUST agree to the SMARTech Deposit Agreement and complete the online permission form.

It excludes:

  • Academic course lectures (unless presenting scholarly research)
  • Workshops, instructional demonstrations, break-out or poster sessions
  • Faculty reviews and job candidate presentations
  • Marketing/Public Relations videos
  • Program Info sessions
  • Orientations and Open House events
  • Student or campus social events


Recording fees will be based on the time indicated on the request form. If your event continues beyond 90 minutes, you will incur a fee. A link to our online payment form will be e-mailed to the event coordinator. The recording will not be archived in SMARTech unless payment information is received.

  • Events that are 90-120 minutes: $50
  • Events that are 121-180 minutes: $75
  • Events that are 180-300 minutes (3-5 hours): $200
  • Flat daily rate (up to 8 hours): $400
  • Event before 8 a.m., after 6 p.m., first 60 minutes: $50
  • Event before 8 a.m., after 6 p.m., additional 30 minutes: $25

Frequently Asked Questions

How do I submit a recording request?

Submit the Lecture Recording Request form. Please submit the form at least 5 days prior to your event date. Phone calls, submitted permission forms, and emailed agendas will not be considered an acceptable recording request.

My event doesn't fall inside the service scope. Are there other campus groups on campus that can record my event?

  • Contract with Professional Education (PE):  This option is suitable for large or high-profile events where a high-quality, professional recording (e.g. with multiple camera angles and fades). Exact quotes will depend on your event; however, our experience has been that DLPE charges average about $100 per hour with a minimum of 4 hours.
  • Contract with an outside videography company.
  • Reserve and check-out A/V equipment from the Library’s Gadgets Service.
  • Capture Space: Using Kaltura, you can use your credentials to create an account on Mediaspace and record from your computer. For a demonstration and instructions, see http://b.gatech.edu/2xbC8hO. You can also email kalturasupport@pe.gatech.edu.

What does the library's video service include?

A Library videographer will arrive within 15 minutes of the event. Each speaker will be expected to wear a small wireless microphone. We also encourage speakers to supply the videographer with a copy of his or her supplementary materials, such as presentation slides, handouts, flyers, etc. 

Do I need permission from members of the audience?

No, members of the audience will not be filmed, although their questions could be captured as audio on the recording.

What is the difference between "Approved" and "Confirmed"?

An e-mail is sent to the event coordinator when the request has been approved by recording staff. When all of the speaker's permission forms and applicable payment forms have been received, the event is considered confirmed. An event will only be recorded if has been confirmed.

Does the author retain rights to their materials?

Yes. Authors will retain copyright ownership of the materials they create, retain rights to re-use the materials in any manner they wish, and grant the Georgia Institute of Technology a non-exclusive license to distribute and preserve this material for non-commercial, educational purposes.

Who will see my material?

All materials submitted will be published as open access in SMARTech and made publicly available on the Internet.

Can I edit or restrict access to my materials?

Speakers are not allowed to edit materials created by our videographers. We are - under certain circumstances - willing to lightly edit material in preparation for inclusion in SMARTech. We do not wish to restrict access to repository materials as the purpose of the recording service is to capture and disseminate scholarly information. If you have concerns over the security of your information, please contact us.

In what format(s) will my film be presented?

All videos are provided as MPEG-4 (.mp4) files and streaming links.

What kinds of supplementary materials do you accept?

We accept supplementary digital materials such as presentation slides, posters, flyers, handouts and other ephemera. We prefer PDF for text files; however, we accept a variety of text, image, video, audio, and other file types. For a complete list, see the SMARTech accepted formats. We reserve the right to convert materials submitted in a proprietary format to an open standard format that can be preserved and migrated over time.

I have copyrighted material in my presentation. Is this ok?

It is the sole responsibility of the presenting author to clear all permissions to use copyrighted material prior to filming.

How long does it take before my material is available in SMARTech?

You should expect notification of availability within 7-10 business days after the event.

Do you handle video conversion and/or collections of videos for submission?

We accept born digital files, DVDs, VHS, BetaCam, DV and miniDV copies of materials for the alternative publishing of faculty initiatives and the intellectual and documentary output of the campus. If you have a collection of videos you would like us to archive in SMARTech, please contact us.

Can I have a hard or uncompressed copy of my video?

The Library will provide hard copies of any presentation upon request for a fee. Also, the library will archive a digital master copy of the presentation in the Archives department.

Do you have technical specifications for sessions with multiple speakers?

Each event is unique and presents its own set of challenges. If you anticipate a panel discussion, please contact us, as we would prefer to meet with you to discuss special arrangements.