Contract Guidelines for Recording Talks

This document describes a number of contractual items that ACL conferences should include in any agreements with third parties for video recording of talks at conferences. These items simplify the ingestion process into the Anthology, both making the ingestion possible, and vastly reducing the number of valuable volunteer hours needed to do so. Importantly, final payment should not be delivered before all these items are met.

The contractor shall:

• Upload the videos to our shared Vimeo account
• Format each videos title and description according to the details below
• Provide a tab-separated value (TSV) file linking the public Vimeo pages with the Anthology paper pages.

Uploading videos

The contractor shall contact the director of the ACL Anthology, who will provided shared access to our account. The contractor shall organize all videos into a folder named according to the conference, e.g., "ACL 2018".

Formatting videos

Video metadata shall be entered as follows:

• The title of each conference talk shall be the title of the paper. For invited and plenary talks that are not associated with a paper, the title will be the talk or session title.
• The video description shall be formatted as follows. On the first line, the word "Authors: ", followed by a comma-separate list of the authors (e.g., "Emily Scallopshammer, Steven P. Burlap, and Xiao Zhang"). This shall be follow by a blank line, and the abstract. Finally, another blank, link, and then a link to the ACL Anthology paper using its canonical URL, prefixed by the word "Paper: ", e.g., "Paper: https://www.aclweb.org/anthology/P19-1001

An example can be found here: https://vimeo.com/285807834

Sharing a TSV

The contractor shall provide a TSV or CSV file with two columns. The first column is a link to the public video on Vimeo. The second column is the canonical URL of the corresponding ACL Anthology paper page. For example:

video,paper
https://vimeo.com/285807834,https://www.aclweb.org/anthology/P18-1007