From presentation files to event screens
For your meeting, schedule a rehearsal that brings together content, speakers, and the intended systems. Start with final files, then try the handovers the team will need to make during the event.
Start with the files you intend to use
Collect presentations, videos, and holding content in a clearly organised folder. Record each file's owner and approved version. If a speaker will use their own laptop, include it in the test list. Rehearsal should follow the intended setup, including changes between presentation sources where applicable.
- Open each presentation and check fonts, images, and embedded videos.
- Play videos through and check whether their audio is required.
- Test the handover to the next item, including the holding screen.
Try speaker and audience positions
Have someone try slide changes from the speaker position. Check the assigned microphone, cueing method, and view of the display. Then review the material from several audience positions with the team. Record specific issues so adjustments can be tested against the same part of the sequence.
Rehearse session handovers
Run a sequence from host introduction through speaker, presentation, and any planned questions. Agree when microphones change hands and who starts the next file. Ask the technical team how to hold the display if the next speaker is not ready, then record the agreed instruction.
Finish with a short correction list
For each correction, list the changed file or cue, the person responsible, and whether another test is needed. Share the latest running order with the host, stage manager, and relevant operators. Include rehearsal timing in your initial Princess brief so it can be discussed alongside installation and the event schedule.
