What is a Speaker Ready Room and why do you need one for your event?

Key Takeaways:

1
Ensures Presentation Readiness: The speaker ready room, allows speakers to check and finalise their presentations, ensuring all technical aspects are in order before they go on stage.
2
Streamlines Speaker Workflow: Features like self-check stations, a queuing system that prioritises urgent needs, and the ability to upload and modify presentations optimise the preparation process, making it efficient for speakers.
3
Enhances Technical Reliability: Slidecrew’s presentation file scanning and file transformation capabilities help identify and rectify issues such as not embedded videos, font inconsistencies, and format conversions.
4
Improves Conference Experience: By addressing potential technical issues beforehand, Slidecrew ensures a smoother and more professional conference experience for both presenters and attendees.
Speakers checking their files on the self-check stations in the Speaker Ready Room

Conferences are often busy, complex events with multiple presenters, each delivering important presentations. Ensuring that these presentations run smoothly, without technical problems, is vital for the event’s overall success. This is where the Speaker Ready Room becomes an invaluable part of the conference setup.

What is a Speaker Ready Room?

A Speaker Ready Room is a dedicated space at the conference where presenters can go to prepare their presentations before going on stage. In this room, they can:

  • Upload the latest version of their slides: Presenters can upload the latest versions of their slides or files, ensuring all content is up to date.
  • Check multimedia elements: Whether it’s videos, animations, or images, the speaker ready room allows presenters to test all aspects of their presentation to make sure everything works properly.
  • Address technical issues: If there are any problems, such as missing videos, incompatible fonts, or unsupported formats, the speaker ready room provides a controlled environment where these can be identified and fixed before the presentation begins.
  • Finalise their presentations: Speakers can make final adjustments and corrections to their presentation, e.g. to fix a typo.
  • Rehearse their talk: Ensure that they are familiar with their slides before they go on stage.

Why a Speaker Ready Room matters

Conferences often involve numerous presenters, each with specific technical needs for their presentations. Without proper organization and preparation, last-minute changes or technical issues can lead to delays, confusion, or even disrupted presentations. This is where a well-organized speaker ready room becomes essential.

With Slidecrew’s Speaker Ready Room software, speakers can upload their presentations in advance, check them on-site, and make any necessary adjustments before taking the stage. Our system ensures that all files are automatically distributed to the correct room, giving speakers peace of mind and event organizers a smoother workflow.

Speaker checking in at the welcome desk at the Speakers checking their files in the Speaker Ready Room

How Slidecrew’s Speaker Ready Room Works

Before the event

In preparation for the event, presenters are sent personalized emails containing a secure link to upload their presentation files directly into the Slidecrew system. This allows speakers to submit their files ahead of time, reducing the stress of last-minute uploads. Slidecrew’s platform also automatically scans these files for common issues such as:

  • Unembedded videos
  • Font discrepancies
  • Unsupported file formats

This ensures that technical problems are identified and resolved long before the event starts.

On the event days

To give you a clearer understanding of how a Speaker Ready Room operates and supports both presenters and event organizers, the diagrams below illustrate the step-by-step process. From uploading presentations to checking files and addressing technical issues, this visual guide shows the flow of tasks that ensure smooth and successful presentations.

1

Welcome Desk/Check-In Desk

The Speaker Ready Room includes a welcome desk where presenters are greeted personally. Here, they can check in (with the QR-code on their badge), see their uploaded files, and decide whether to use the self-check stations or seek help from a technician. This personal touch ensures that every speaker feels supported and confident in their preparation.

Representation of the check-in desk where a hostess welcomes speakers to the Speakers checking their files in the Speaker Ready Room

2

Queuing System

A queuing system manages the flow of speakers through the ready room, ensuring that everyone has the time and resources needed to prepare. It minimizes wait times and ensures that all speakers receive the attention they need. Importantly, if a speaker is late and their talk is within the next hour, they will automatically get priority.

Presenter viewing the queue system from the Slidecrew Speaker Ready Room software

3

Checking Stations

Slidecrew’s software offers 3 different types of checking stations, depending on the size and complexity of the conference and the needs of the presenters. The different types of stations can be mixed depending on your preferences, budget and available technical staff. However, we do recommend that the checking stations (hardware, operating system and software) are identical to the presentation systems in the conference room.

Please check out Slidecrew’s network, software and system requirements.

Technical staff assisting a presenter with their powerpoint slides in the Speaker Ready Room

A

Self-Check Stations

These stations allow speakers to independently check their presentations and fill in the relevant (disclosure) forms. They can upload their files, run through their slides, and verify that all elements display correctly. This empowers speakers to take charge of their own preparation without waiting for assistance.

Attendee approaching a self-check station

B

Assisted stations

At an assisted station, if the scantool has detected mayor errors, like problems with video files or external linked files in the presentation, these need a second look by a specialist to make sure the presentation will run smoothly on stage.

Technical support staff assisting a presenter with their slides in the Speaker Ready Room

C

Rehearsal Stations

These stations provide a private area where speakers can rehearse their presentations. They can practice their timing, familiarize themselves with the slide clicker, and make last-minute adjustments. This rehearsal time is crucial for building confidence and ensuring a smooth delivery.

Presenter rehearing their slides in the Speaker Ready Room before their talk

Optimizing your Speaker Ready Room setup with the right mix of checking stations can significantly improve workflow and reduce waiting times. By combining self-check, assisted, and rehearsal stations, you ensure seamless speaker preparation and maintain a high level of service for conference presentations. This strategic approach results in well-prepared presenters, smoother sessions, and a more efficient event experience.

Active speaker preview centre at ECR 2024

4

Ability to Make Changes

Within the speaker ready room, speakers have the opportunity to make changes to their presentations. Whether it’s adjusting a slide, correcting a typo, adding a new image, or modifying content, this capability ensures that their presentations are polished and current.

Speaker verifying their presentation and deleting an older version of their slides

5

[Optional] Transformation of Apple Keynote Presentations

If your event is windows-only and it does not support Apple Keynote, we recommend that you have an Apple MacBook or Apple iMac available to convert these files into PowerPoint files or PDFs. Alternatively, the entire conference can be set up with Apple Macs, allowing Keynote presentations to run seamlessly in both the Speaker Ready Room and the lecture rooms.

Impression of Apple Keynote presentation being saved on a MacBook

6

Ready to present!

After the presenters have checked their file in the Speaker Ready Room and submitted their form, files have been marked as checked. This gives the organisers a real-time overview how their event is progressing. Meanwhile, files that have been marked for publication (with premission from the author) are being converted to PDFs and video files for display on the conference website, immediately after the session has finished.

Speaker presenting to attendees in a conference room, with technical staff in control of the Slidecrew software

Transform your Speaker Ready Room with Slidecrew!

Slidecrew simplifies the speaker management process, from the initial file upload to the final presentation on stage. By automating file distribution, providing real-time monitoring, and offering comprehensive support, we ensure that your event runs smoothly and professionally.

If you want to enhance your event’s speaker experience and ensure flawless presentations, choose Slidecrew’s Speaker Ready Room solution.

and give your presenters a VIP experience.

Why Slidecrew’s Speaker Ready Room is a Must for Your Event

A well-organized Speaker Ready Room powered by Slidecrew benefits every key stakeholder at your event, including organizers, presenters, and technicians. Below, we outline how each group can leverage Slidecrew to optimize their experience and contribute to the event’s success:

For Event Organizers

Event organizers gain efficient communication, real-time tracking, and simplified presentation management, ensuring smooth event coordination from start to finish.

  • Streamlined communication: All presentations are submitted via personalized links, reducing the clutter of large files and last-minute email edits.
  • Total real-time overview: Organizers can easily see if presenters have checked in and track the progress of their presentations on the dashboard.
  • Automatic form submission tracking: If you have legal requirements where you need your presenters to sign documents (like release forms or speaker agreement forms), you can do this digitally with Slidecrew. Every presenter and chair can be sent a list with all of the forms they are required to sign. Doing this digitally eliminates a lot of repetitive work, gives a clear overview and saves trees.
  • Archive presentations: At the end of the event, all presentations can be stored for later use or distribution, saving time and hassle.
  • Publish presentations directly to your conference website: Slidecrew publishing pages fit seamlessly into your website and can be embedded as an iFrame.

For Presenters

Speakers enjoy hassle-free file handling, comprehensive technical support, and a stress-free preparation process, enabling them to deliver confident and professional presentations.

Presenter using a touchscreen with the Slidecrew software at a self-check station in the Speaker Ready Room
  • Easy file management: Presenters can upload, review, and update their presentations directly from a centralized platform.
  • Support for various file types: Slidecrew supports the upload of PowerPoint, PDF, and movie files. This versatility ensures that speakers can use their preferred formats without compatibility issues.
  • Technical support: Skilled PowerPoint technicians are available to help with last-minute edits, ensuring that presentations look perfect on the big screen.
  • Seamless preparation: Presenters can preview their slides, check for formatting errors, and familiarize themselves with the room setup, including using the remote mouse.
  • Reduced stress: With Slidecrew managing file distribution and technical setup, speakers can focus on their presentation without worrying about logistics.
  • Personalized Emails and File Uploads: Slidecrew makes it easy for speakers to submit their presentations in advance. Each presenter receives a personalized email with a unique upload link, allowing them to securely upload their files. This reduces the risk of delays and ensures that presentations are properly formatted before the event.

For Event Technicians

Technicians benefit from automated file distribution, proactive error detection, and the ability to monitor all rooms remotely, allowing them to focus on delivering a flawless technical experience.

  • Hands-off setup: Slidecrew’s platform automatically distributes presentations to the correct rooms, allowing technicians to focus on operating the event rather than managing files.
  • Proactive troubleshooting: By identifying potential technical issues early, technicians can fix them before they become problems during the presentation.
  • Real-Time File Distribution: Once presentations are uploaded and reviewed, Slidecrew automatically distributes the files to the correct rooms, ensuring a smooth transition for presenters. Technicians can monitor every room remotely, ensuring that presentations are where they need to be.
  • Continuous backups: Files are automatically backed up to the cloud, where they are stored encrypted.
Technical support staff assisting a presenter with correcting their slides in the Speaker Ready Room
  • Error reporting about technical issues inside presentation files:
    • Not embedded or Linked Videos
      One of the most frequent problems encountered in presentations is the failure of video files to play correctly. This typically happens when videos are linked rather than embedded. If the video file is not present on the presentation computer, it won’t play, causing a significant disruption. Slidecrew’s system checks for these issues and alerts the speaker, allowing them to embed the video properly.
    • Font Discrepancies
      Fonts can pose another challenge. If a presentation uses a custom font that isn’t installed on the presentation computer, the text may not display as intended, potentially altering the entire appearance of the slide. Slidecrew identifies these font issues, allowing speakers to adjust their slides to use standard fonts or ensuring the necessary fonts are installed.
    • Video codec problems an file extensions
      Using the wrong codec can cause playback issues during presentations, leading to videos not displaying correctly or not playing at all. Slidecrew’s system scans video files to identify any codec problems, ensuring that all videos will run smoothly during the presentation. Slidecrew supports a wide range of video file formats, making it easy for presenters to upload and integrate their videos. Whether it’s MP4, AVI, MOV, or another common format.
    • Slide timings in the presentation
      Incorrect or overly complex transition settings can sometimes lead to technical issues or delays during the presentation. Slidecrew’s platform scans for potential unwanted slide transitions.
    • Long filenames with or illegal characters in the filename
      One often overlooked but significant issue is the use of extremely long file names or illegal characters in presentation files. Understanding this problem and how to prevent it is crucial for ensuring smooth and professional presentations.

Why Use Slidecrew for Your Speaker Ready Room?

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Streamlined Workflow:
Slidecrew integrates all the essential functions of a speaker ready room into a single, user-friendly platform. From uploading and checking presentations to rehearsing and managing files, Slidecrew streamlines the entire workflow, making the preparation process efficient and stress-free for speakers.

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Technical Reliability:
With Slidecrew’s robust file scanning and technical support features, you can be confident that all presentations will run smoothly. The system’s ability to identify and address issues before they become problems on stage is a significant advantage.

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Enhanced Speaker Experience:
By providing self-check stations and rehearsal spaces, Slidecrew empowers speakers to take control of their preparation. This reduces anxiety and increases the likelihood of a polished and professional presentation.

Using Slidecrew in your speaker ready room not only enhances the preparation experience for speakers but also ensures a smoother and more professional conference. With its comprehensive features and focus on technical reliability, Slidecrew is an invaluable tool for any event.

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