Event speaker presentation review
The slides arrive the night before, one in the wrong format and one carrying a logo nobody recognises.
The short answer
Review each presentation in two passes: the organiser checks fit with the session brief, branding and permissions, and the AV team checks format and playback. The speaker owns the content and approves every change.
Set the deadlines with the slide deadline plan, log each file in the playback asset register and keep the result on the speaker's page of your tracker.
Say what the review is and is not
The review is a check for fit, format and clearance. It is not an edit of the speaker's argument or a judgement of their expertise.
Tell speakers this in the invitation pack so a review request does not feel like censorship.
Two passes, two owners
| Pass | Checks | Owner |
|---|---|---|
| Content fit | Matches the session title and time, no unexpected promotion, no overlap with the next speaker, confidential material flagged by the speaker | Programme lead or session chair |
| Permissions | Images, music and video belong to the speaker or are cleared, and the use in a recording is agreed | Secretariat, with the presentation permission register |
| Format | File type, screen shape as set by the venue, embedded video with sound, fonts, file size | AV supplier, see aspect-ratio checks |
| Playback | File opens on the show laptop, builds and videos play, notes view works | AV supplier at rehearsal, with cues listed in the stage cue sheet builder |
Feedback that speakers can act on
- Send each speaker a short list of requests, each tied to a reason.
- Mark must-fix items separately from suggestions.
- Give a clear date for the corrected file, ahead of the AV cut-off.
- Record changes made and by whom, so the version on stage is known.
- Confirm the final file with the speaker, and tell the AV team which version is final.
Late and missing files
Decide before the event what happens to a file that arrives late. Options include playing the version already on the laptop, allowing the speaker to present from their own device at an agreed time, or presenting without slides.
The programme owner decides the rule, and the liaison tells speakers in advance.
Worked example · Fictional example
A two-pass review for a half-day seminar
Fictional organisation and figures, for illustration only.
A fictional professional body receives six decks. The content pass finds one deck promoting the speaker's firm in three slides. The permissions pass finds a stock photo with no source. The format pass finds one deck built for a different screen shape.
The liaison sends each speaker a short list. Two speakers correct the same day. The AV supplier replaces one deck with a corrected version, and the register shows which version is final.
Use this yourself
Speaker presentation review sheet
One row per speaker. Fill in the status and the date for each pass.
| Speaker and session | File and version received (date) | Content fit | Permissions | Format and playback | Requests sent (date) | Final version confirmed |
|---|---|---|---|---|---|---|
| ok / query | ok / query | ok / query | yes / no | |||
| ok / query | ok / query | ok / query | yes / no | |||
| ok / query | ok / query | ok / query | yes / no |
Handle it in-house, or bring in help?
Your team can usually handle this when
- A small number of speakers and in-house AV familiar with the venue.
- Speakers are used to sending slides on time.
- One person can run both passes.
Outside planning help earns its fee when
- Many speakers, each with a different deck and software.
- Content, permissions and format checks fall to different people.
- Files are arriving late and the stage team needs one reliable final set.
Want the decks reviewed before rehearsal?
A conference project lead can collect the files, route each through the content, permission and format checks, send speakers clear requests, and give the AV supplier one list of final versions. Technical sign-off stays with the supplier.
Questions organisers ask
Can the organiser change a speaker's slides?
Only with the speaker's agreement. Send a request with reasons and let the speaker make or approve every change.
Who checks for copyright?
The speaker is responsible for their material. Ask your legal adviser how much checking the organiser should do.
What if a speaker will not send slides in advance?
Agree a fallback with the programme owner and AV supplier, for example a test on the day at a set time.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.