Why You Should Absolutely Be Recording Your Conferences

Unlock New Revenue, Expand Your Reach, Future-Proof Your Event

Have you noticed your conference attendance has dipped lately? You're not alone. Travel challenges, budget cuts, and packed schedules are making it harder for people to show up in person. But here's some good news: fewer people in seats doesn’t have to mean fewer dollars in your account.

What if you could grow your total revenue by 25–45%, even with fewer attendees on site?

That’s exactly what’s happening for many event organizers who’ve embraced professional conference recordings.

What’s Going On? Let’s call it what it is: you’re planning incredible events, but external forces are making it harder for people to attend. Between visa delays, financial constraints, health concerns, and work-life juggling, many potential attendees just can’t make the trip—even if they really want to.

So how do you keep your event relevant and profitable when people can’t be there in person?

The Secret Weapon You’re Probably Overlooking Recording your conference is not a second-rate substitute for being there—it’s a new lane of opportunity. Many organizers worry that offering recordings will cannibalize their in-person attendance. But the truth? That’s not what’s happening.

Instead, you open the doors to an entirely new audience—people who were never going to attend in person anyway. These are professionals, academics, and researchers who are hungry for your content but can’t get on a plane. Give them access, and they’ll gladly pay for it.

The proof is in the numbers:

The International Conference on Machine Learning went hybrid and tripled participation.

The American Geophysical Union added 13,000 virtual participants and made $2.1 million in extra revenue over two years.

Let’s Talk Dollars and Sense Say your typical event draws 500 attendees paying $800 each—$400,000 in revenue. Now, offer recorded access for $300 and attract just 300 more virtual participants. That’s an extra $90,000. After paying $15K–$30K for professional recording, you’re still pocketing $60K–$75K in profit. That’s a return of 200%–400%.

And it doesn’t stop there. Those recordings can keep working for you long after the event—through institutional licenses, on-demand viewing, and educational sales. Some events continue earning 20–30% of their original revenue every year from recorded content.

“But Isn’t It Expensive?” Not anymore. High-quality recording services have become surprisingly affordable. Companies like Underline Science specialize in academic and professional events and can handle full multi-room conferences for as little as $10K–$15K.

Compare that to what you might spend on a single keynote speaker or catering a gala dinner—and now ask yourself which one keeps earning you money year after year.

Plus, many providers offer flexible models to fit your budget:

Pay-per-session: Just record your key presentations.

Flat-rate packages: Record everything at one predictable price.

Revenue share: Some services reduce or waive upfront costs and split profits.

DIY-friendly options: Rent pro-grade gear with remote support.

“But What About the Tech Headaches?” Good question—and here’s the better answer: professionals handle all the heavy lifting.

• Multi-camera setups
• Broadcast-quality sound
• Post-production editing
• Consent forms and speaker coordination
• Even better? Most speakers love getting polished videos of their talks. It boosts their visibility and makes a great professional asset.

This isn’t a GoPro-in-the-back-of-the-room situation. It’s the kind of production that makes your content shine.

How to Do It Right Start with smart packaging. Offer different levels of access:

• Basic: Just the key sessions, at a reduced rate

• Standard: All sessions with Q&A

• Premium: Everything, plus exclusive behind-the-scenes or bonus content

Then make sure your in-person experience still delivers something special—like networking, hands-on workshops, or VIP access—that can’t be captured on video.

What You Gain It’s not just about extra revenue. Recording your conference opens doors you might not have considered:

Global Access: Reach attendees from countries and communities that couldn’t afford travel.

Accessibility: Serve individuals with disabilities or health constraints.

Year-Round Sales: Build an evergreen product library you can monetize again and again.

Future Readiness: Stay competitive in an industry that’s evolving fast.

Common Objections—Handled

“It’ll hurt in-person attendance” Not what the data says. Hybrid and recorded offerings add revenue without taking away from your core audience.

“It’s too complicated” It’s only complicated if you try to do it all yourself. Partner with experts who know your space.

“Speakers won’t agree to it” Most are on board—especially when the final product looks great. Just offer opt-outs for peace of mind.

“It’s too expensive” When the ROI is 2x to 4x—and keeps paying for years—it’s not a cost. It’s an investment.

Final Thoughts The conference landscape is changing. Some of those changes are tough—but some are full of potential. Offering recorded access is one of the smartest, most strategic moves you can make to increase reach, relevance, and revenue.

You don’t have to abandon what works. Just build on it.

In-person will always matter—but why stop there? By recording your conference, you serve more people, earn more money, and build a brand that’s ready for the future.

Ask yourself: Can you really afford not to do this?

Curious about how to get started? Check out providers like UnderlineRecording.info and see how easy it can be to test the waters. A small step now could completely reshape your event success for years to come.

Sol Rosenberg is the Chief Content Officer for Underline Science, Inc. which specializes in producing, preserving scientific and academic conferences. With over 450 conferences and 50,000 videos, you can reach him at underline.io/events