For organisers
Getting your summit into YouSaid
A one-page guide for event organisers. Send us these five things and every public session of your summit can be searchable, sourced and linked to its recording, usually on the same day.
What to send
| # | What | Why we need it |
|---|---|---|
| 1 | The recording of each public session, with the floor audio | The words are taken from the recording, so the recording is the source |
| 2 | One folder per session, named for what happened in it | The folder tells us which session a recording belongs to |
| 3 | The speaker list for each session, in speaking order | Every name we publish comes from you, never from a guess |
| 4 | Your permission in writing, with the credit line you want | So every line carries your credit, exactly as you word it |
| 5 | A contact who can answer questions on the day | So a doubt is settled in minutes, not by holding the session back |
Public sessions only. Closed sessions, bilateral meetings and anything you mark private are never included.
How to organise and label the recordings
The folder a recording sits in tells us what it is, so the folders matter more than the file names. A layout that works:
Summit 2026/
Day 1 - 2 Nov/
01 Opening ceremony - 09.30/
02 Leaders' plenary - 11.00/
Day 2 - 3 Nov/
03 Joint forums - 10.00/
Not for the record/
Promotional films, music, b-roll, rehearsals- One session per folder, with the date and start time in the name.
- Send the original files, not edited or compressed copies. Audio alone is fine if the video is large.
- Label every audio channel. The floor audio (what was said in the room) and each interpretation channel must be named, with its language: “floor”, “English interpretation”, “French interpretation”. We publish a leader’s words only from the floor, never an interpreter’s.
- Put anything that isn’t a speech in its own folder. A welcome film, a music performance or a promotional reel can look like a session from its file name. Marked as not for the record, it can never be mistaken for one.
The speaker list for each session
We name a speaker only from your list or the chair’s introduction in the recording. A speaker we cannot place is held back, never guessed. The fuller your list, the more of your summit goes on the record.
For each session, in the order people spoke: Order, Name, Title as you want it shown, Delegation or organisation, Language spoken.
| Order | Name | Title as you want it shown | Delegation or organisation | Language spoken |
|---|---|---|---|---|
| 1 | As printed on your programme | Secretary General | Host organisation | English |
| 2 | As printed on your programme | Minister for the Environment | Delegation name | French |
| 3 | As printed on your programme | Chair | Host organisation | English |
Download the speaker list as a CSV (the same five columns, ready to fill in)
- Use the name and title you want published, exactly as on your programme.
- Note any changes on the day: a minister speaking in place of a head of government, or a session running in a different order. These are the most common cause of a line being held back.
- A spreadsheet is ideal, one tab per session, but any clear list works.
Permission in writing, and the credit line
An email from someone able to grant it is enough. It should say:
- What is covered: which sessions, and whether that is audio, video or both. Text on your website is a separate permission. We don’t assume it.
- How it may be used: search on YouSaid, transcripts linked to the recording, and, if you agree, short unedited clips of a single speaker on social media.
- The credit line, exactly as you want it to appear. We reproduce it character for character.
- Any conditions, for example that recordings are not altered, or that a session is embargoed until a set time.
A paragraph you can adapt:
[Organisation] permits OTA Media to record, transcribe and publish on YouSaid.ai the public sessions of [summit], [dates], in audio and video, credited "[credit line]". Clips of single speakers may be shared on social media unaltered. This permission does not cover [anything excluded].
We keep your email beside the recordings, so the permission travels with the record.
Delivery, timing, and what happens next
Delivery. A shared folder (Google Drive, Dropbox or similar) with read access for our team. Add each day’s sessions as they finish; we confirm receipt by file count, so nothing goes missing quietly.
Timing. Sessions delivered within an hour of finishing can usually be searchable the same day. A full day delivered that evening is live the next morning.
What we do with it:
- Transcribe each session and link every line to its moment in the recording.
- Name each speaker from your list, and hold back anyone we cannot place.
- Our editor reads every attributed line against the audio before it is published.
- Publish to search, with a page for each delegation, carrying your credit.
Corrections. If anything is wrong, tell us and we correct it the same day, in the open, on our corrections log.
Contact: Edwin Danso, CEO, OTA Media · edwin@otamedia.ai