Speaker Journey: The Slidecrew Experience for Presenters

At Slidecrew, our goal for speakers is to provide a seamless and professional experience. We aim to simplify every stage of the presentation process, from preparation leading up to the event day, to on-site guidance and convenience and finally, post-event engagement.

The Pre-Event Stage: Preparing for the Adventure

Speaker uploading files on his laptop using the Slidecrew upload page.

Before the event, all delegates receive personalised emails, tailored to both the event and each individual, with essential information from the organisers. Included is a personalized link to that users unique Slidecrew page.

For presenters and poster submitters, this means a personal upload page displaying all session and presentation information, organized by session, and featuring a drag-and-drop interface for easy upload or re-upload of slides, videos and other files.
For session moderators, the personal link provides an overview of the sessions they will be overseeing, along with speaker details and presentation information. As presentations are uploaded, PDF previews are automatically made available on this page for review.

Organisers also have the option to help presenters stay on track with automated reminder emails, giving a gentle nudge to those speakers who haven’t uploaded their files by the deadline. For questions and support, speakers can simply reply to their email, and it will automatically be routed to the right staff member.

As a speakers or ePoster submitter, you may also see a QR code in your email. This handy code can:

  • Pull up your details at the Speaker Ready Room welcome desk.
  • Add you to the queue at any Speaker Ready Room Queue Screen.
  • Instantly assign you to a self-check-in station, if one is open.

What to Expect On-Site

The first stop for speakers on-site should be a check-in at the Speaker Ready Room to confirm all files have been submitted and are showing correctly.
From there, your files will be downloaded and waiting for you in the presentation room.

Speaker Ready Room: Your Base of Operations

The Speaker Ready Room is the central hub for speakers to prepare, check and finalize their presentations before stepping on stage. Slidecrew’s integrated tools and workflows are designed to facilitate a smooth experience for both speakers and staff:

Welcome Desk: A Personalized First Point of Contact

An example of the slidecrew welcome desk at a Speaker Ready room

On arrival, speakers may check in at the welcome desk, where, through Slidecrew’s system, staff are able to: This initial interaction helps resolve potential issues before they escalate.

  • Quickly verify whether files have been successfully uploaded and check for potential issues using our automated file analysis tool.
  • Assign speakers to one of three options:
    1. An assisted station, where experienced staff can offer guidance and technical support.
    2. A self-check-in station, for speakers to review their files, make changes and rehearse.
    3. The speaker ready room queue, if no stations are available yet.

Self-Check-In Stations: Empowering Independent Speakers

At self-check-in stations, speakers can independently review, edit and delete already uploaded files, as well as upload new ones. Although the station interface is designed to be simple and intuitive, Staff assistance is still just a click away, using the “help” button. Allowing even less tech-savvy speakers to navigate with confidence.

Assisted Stations: Hands-On Support for Complex Needs

Assisted stations provide one-on-one support for speakers who require additional help. Staff members work closely with speakers to address technical concerns and any issues flagged by the file anaylsis, as well as provide general guidance on presentation files. These stations offer the same features as self-check-in stations but with dedicated staff assistance.

Assisted Stations: Hands-On Support for Complex Needs

Assisted stations provide one-on-one support for speakers who require additional help. Staff members work closely with speakers to address technical concerns and any issues flagged by the file anaylsis, as well as provide general guidance on presentation files. These stations offer the same features as self-check-in stations but with dedicated staff assistance.

The Queue System: Efficient Speaker Flow Management

The Speaker Ready Room has a built-in queue system that prioritizes efficiency while still ensuring fairness:

  • Speakers can join the queue by checking in at the welcome desk or by scanning their QR code at a queue screen.
  • If a speaker tries to scan in, but major issues are detected with their files, the system redirects them to the welcome desk for further assistance instead, ensuring no one is overlooked.
  • The system also prioritizes speakers with presentations happening soon, while still taking into consideration those who have been waiting the longest.

The Speaker Ready Room is designed with adaptability and efficiency in mind, changing with the unique requirements of your event and ensuring all speakers are prepared and confident before taking the stage.

In the Presentation Room: Confidence on Stage

A speaker giving a presentation at a Slidecrew even

Our room setup options provide a convenient and simple experience for speakers, paired with tools for moderators to manage sessions effectively. Here’s how the system operates in presentation rooms:

  1. Speaker Convenience:
    • Speaker Notes and Previews: Presenters can view their speaker notes and a preview of their current slide on the lectern sceen. This feature helps them stay on track and maintain a polished delivery.
    • Room Timer App: A clear, automated countdown timer ensures that speakers manage their time effectively, displaying the remaining minutes and seconds. Although the timer shows a countdown, it only acts as an indicator, and going over the time will not close presentations or otherwise interact with files.
  2. Room Configurations:
    • Larger Rooms with Technicians: In larger venues, technicians manage file operations for the speakers through Slidecrew. Speakers simply walk on stage and begin presenting without worrying about the technical setup, all you need to operate is your clicker.
    • Smaller Rooms with Kiosk App: For rooms without dedicated technicians, the Kiosk App empowers speakers to manage their files independently.
      • The app displays a list of sessions for the day, specific to the room, and supports both touchscreen and mouse input.
      • For speakers simply tap your session, then your presentation, which automatically starts the slideshow and countdown timer. This intuitive design makes it easy to navigate, even without technical expertise.
  3. Moderator Tools for Sessions: Moderators can use the Slidecrew Moderator App to:
    • Access detailed session information, including PDF previews of presentation slides.
    • Communicate discreetly with speakers by displaying messages on the countdown timer screen, without disrupting presentations.

The presentation room setup is designed to create a seamless experience for both speakers and moderators, ensuring every session runs smoothly.

ePosters & Room Information: Engaging Visuals for Attendees

A Slidecrew ePoster display screen running the App

Slidecrew’s ePoster App offers an interactive platform for managing and displaying digital posters. Here’s how the system works:

  1. Submission and Conversion:
    • Submitted files are automatically converted into high-resolution images or videos, preserving animations, audio, and embedded media.
    • New submissions or updates show on the display screens immediately, ensuring attendees and speakers are always browsing the latest ePosters
  2. On-Site Interaction: The ePoster App offers attendees an engaging experience through simple touch-screen navigation.:
    • Attendees can browse ePosters by categories or swipe through individual slides.
    • Zoom functionality allows viewers to focus on specific details.
    • Optionally, rating posters by attendees can be enabled.
  3. Extended Accessibility:
    • If enabled, each poster can display a QR code, letting attendees view posters on their personal devices, such as phones or tablets.
    • This feature extends the reach of ePosters beyond the on-site display.

The ePoster App enhances engagement and accessibility, making it a valuable addition to any event.

Outside each presentation room, a digital signage display shows the session for that day, updating in real-time with any programme changes, and switching to the list of presentations and speakers when a session is live.

The Final Step: File Publishing and Post-Event Communication

Slidecrew simplifies post-event workflows, offering file publishing and easy-to-use communication options:

  1. File Publishing:
    • Speaker Consent: When uploading their files, speakers can opt to allow their presentations to be published.
      • Files marked for publishing are converted to secure, edit-locked PDF versions and shared on the publication page as their sessions conclude.
      • If speakers choose not to publish, their files won’t be available, but the session details (such as name and profile photo) will still appear on the page.
  2. Publication Page:
    • The publication page is an option available for any Slidecrew event, and is available either as a standalone link or embeddable as an iFrame on the event website.
    • Attendees can browse by day, session, and room, or use the search bar to find something specific, ensuring quick access to relevant content.
  3. Post-Event Communication:
    • Organizers can send reminder emails to speakers who haven’t decided on file publishing through Slidecrew.
    • Changing publication preferences is easily done through the same speaker link as the file upload, making the process hassle-free for speakers.

This streamlined system enhances post-event engagement, giving attendees access to valuable content while maintaining speaker permissions oversight.
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