Deckhandoff· HelpSuomeksi

Help › For speakers

Technical guidelines for your presentation

Everything your presentation needs to work on stage. Read this before you finish your slides; it takes five minutes and saves surprises at the venue.

File format

  • PowerPoint (.pptx) is the best choice: animations, transitions and embedded videos work, and your speaker notes show on the confidence monitor.
  • PDF also works, but it has no animations, videos, presenter view or speaker notes. Upload any videos separately as .mp4 files.
  • Keynote (.key) can't be shown. Export from Keynote to PowerPoint or PDF.
  • Google Slides and Canva: download as PowerPoint (.pptx) or PDF.
  • Old PowerPoint files (.ppt) are not accepted. Save them as .pptx.

Step-by-step help: Export a Keynote presentation · Save an old .ppt as .pptx · The file can't be opened

Slide size 16:9

  • The stage screen is widescreen, 16:9.
  • Use Widescreen (16:9) as the slide size. Full-screen images should be 1920 × 1080 pixels or larger.
  • 4:3 slides still show, but with black bars on both sides.

Step-by-step help: Change the slides to 16:9

Fonts

  • The venue has both Mac and Windows presentation computers. A font that isn't installed there is replaced, and text can move or overflow.
  • Fonts that work everywhere: Arial, Calibri, Aptos, Cambria, Georgia, Verdana, Tahoma, Trebuchet MS, Times New Roman, Courier New.
  • If you use other fonts, embed them in the file (PowerPoint: Options/Preferences → Save → Embed fonts in the file).
  • If a font can't be embedded, upload a PDF of the presentation alongside it (in the same upload) as a backup.

Step-by-step help: Embed fonts or add a PDF

Video and sound

  • Insert videos into the presentation file. Never link to a file on your own computer: it won't travel with the presentation.
  • Use MP4 with H.264 video and AAC sound. It plays on both Mac and Windows. 1080p is enough.
  • Avoid HEVC (H.265), ProRes, .mov, .wmv and .avi. Convert them to MP4 first.
  • Sound is played through the venue's sound system from the presentation computer. Make sure the sound is embedded in the video or presentation.
  • Set whether each video starts on click or automatically, and try it in slideshow mode.
  • One file can be up to 2 GB, and you can upload up to 5 video files next to the presentation.

Step-by-step help: Insert the video into the presentation · Convert the video to MP4 (H.264) · Make a large file smaller

Don't rely on the internet

  • The venue network is shared and can be slow or unavailable at the moment you present.
  • YouTube and other online videos: embed the video file instead if you have the right to use it.
  • Live websites, demos and online polls: prepare screenshots or a screen recording as a backup.

Step-by-step help: Avoid videos that play from the internet

Uploading and versions

  • Upload with your personal link. No account or password is needed.
  • The upload page checks your file straight away and tells you if something needs fixing.
  • With a PowerPoint you can upload a PDF of the same presentation in the same upload, as a backup. The page suggests it when a font or video might not work.
  • You can upload a new version at any time. It never replaces an earlier one, and the page always shows which version is in the technical team's folder.
  • The technical team copies the files to the presentation computers before each event day. Changes on the day itself may not reach the stage in time, so upload your final version at the latest the day before.
  • The deadline is in your invitation email.

On stage

  • The presentation runs on the venue's computer, not on your own.
  • Presenter view with your speaker notes (and the next slide) is shown on the confidence monitor on stage only when your presentation is PowerPoint (.pptx). A PDF has no presenter view or notes.
  • Can't deliver the file in advance? You can present from your own computer. Choose "I'll bring my own computer" on your upload page and tell us its video output (HDMI, USB-C …), so the right cable or adapter is ready.
  • If you need something else, such as a clicker or extra sound, ask the organiser in good time.

Checklist before you upload

  • The file is .pptx or .pdf (not Keynote or .ppt).
  • If you want your notes on the confidence monitor, the file is .pptx, not PDF.
  • Slide size is 16:9.
  • Special fonts are embedded, or you also upload a PDF.
  • Videos are inserted into the file, not linked, and are MP4 (H.264).
  • Nothing depends on an internet connection.
  • You have gone through the whole presentation once in slideshow mode.

Questions? Reply to your invitation email.