Typical Workflow

Slidecrew presentation management software makes sure that a speaker’s presentations files are available in the right room, at the right time. The platform streamlines collecting, checking and distributing presentation files (slides, posters or video) for conferences of any size.

For organisers, it also creates a clear overview of presentations, and automates several tasks and includes Ditigal signage and other displays that update in real time.

This Step by step should provide a comprehensive guide to each of Slidecrew’s features, although depending on the package purchased and the needs of the event, not all may be required.


Event organiser editing the conference programme in the slidecrew event portal

Let’s Organise Your
Conference Programme

The portal is the heart of any Slidecrew event, it is where the speaker list venue information and event content is kept and managed from, as well as where all files will be uploaded to.

A dedicated portal is created for each event, from which organisers can track the progress of speaker uploads leading up the the event, monitor check-ins at the Speaker Service Centre, get an overview of the progress of their event at a glance, and make changes to the schedule that update in real time.

As our software is primarily cloud based, we take great care to ensure it remains secure and GDPR compliant. For more information please see our General Data Processing Terms.

Import Event Data

To populate the portal with information on the venue, sessions, chairs and speakers, it will need to be imported. Fortunately there are a few ways to go about this.

Many event organizers have an event registration system, which already has their event’s programme and speaker details. We can easily import this into our system using a pre-built API interface. Currently, we support the following:

Alternatively, it is quite straightforward to import data from standard format exports:


Branding & Whitelabelling

Many event organizers have an event registration system, which already has their event’s programme and speaker details. We can easily import this into our system using a pre-built API interface. Currently, we support the following:


In your event portal, under the “Core” menu is the Styles page, where you can create and manage your event and sponsor branding.

Each “style” you create is composed of a background image and a logo, which will usually appear in the top left of displays assigned that style. As you upload images, the style preview will update, to give you a good idea of the final result.

You can find a click by click guide for adding and editing styles here.

Display Branding

A style can be applied across the entire event, or on a per session basis. This flexibility allows your event to either have a uniform and coherent appearance throughout, or create more tailored experiences for sponsors or important sessions.

Sponsored sessions

Once the customisable content, colour and layouts are set, you can easily program and time each sponsor’s exposure by session or day to display automatically.

White labelling

We at Slidecrew want to help boost your brand visibility, and our whitelabelling options are designed to do just that.
Should you decide to choose whitelabelling for your event, we are able to offer the following services:

  • Logo rebranding: replaces the Slidecrew website icon on the event portal with one of your chooseing.
  • Custom Domain names: by default, event portals are [name].slidecrew.com (.com may change depending on your region). However with whitelabelling, this changes to exclude “slidecrew” fromt he name, for example, [name].[company].com.
  • HTML/CSS rebranding: we can change button colours, borders, font colours, font size and much more to match your specifications
  • Removing all references and links to Slidecrew.

Information Displays

Slidecrew’s digital signage is simple to set up, uses customizable branding and, most importantly, automatically stays up to date as your event progresses, or with any last minute changes to the programme.

All displays and Apps used in your Slidecrew event are linked to your event programme in the portal, for example name changes, cancellations or presentation order changes made to your event programme will update on any information displays in real time.

Some displays also interact with venue (Kiosk and Technician) apps. For more information on those, please check the On-site File Distribution & Venue Apps section.

Because the system knows who is speaking in a room on that day, a display placed outside the room can indicate who is speaking, as well as the details of upcoming presentations and their speakers.
A typical configuration for a room shows:

  • Session information
  • Current presentation and speaker
  • Program info and upcoming speakers

For that extra bit of class, displays can be placed in front of lecterns showing presentation information, including speaker and topic details. Similar screens can be placed in front of the session chairs’ desks showing their name and other information if required. All these details are controlled through the web portal and are automatically updated for each presentation, showing only the current, up to date information. You can find a click by click guide for adding and editing styles here.

The timer app is a simple countdown with automated timing, triggeredwhen a presentation is started.
The countdown is for the speaker’sbenefit, and shows on the presentation notes screen (via the venueapps), but can also be displayed on a separate screen, for bettervisibility on larger stages. 

It can show: 

  • The current time (if no presentations are active) 
  • The remaining time of the current presentation (either calculatedfrom our database or a custom time) 
  • Messages sent from the technician app

Sending Personalised Emails to Speakers

Slidecrew lets your speakers upload presentations ahead of time, using a speaker upload portal, sent to presenters as links in personalised emails.

The Email Template

In your event portal, under the “system” menu is the Email Template page.
Here you will find a fully customisable template for the speaker upload email, along with a preview for what speakers will see in their inbox.
The email’s content is up to the organisers, as long as the upload links are included. Although we do often work with organisers to create a welcoming, informative and professional invitation to upload for the speakers.

The Mass Email

The email’s content is up to the organisers, as long as the upload links are included. Although we do often work with organisers to create a welcoming, informative and professional invitation to upload for the speakers.


Speaker Upload

The upload links in each of the emails sent out to speakers take them to an easy to use Speaker upload page, which includes: a drag and drop space for their presentations only, options for allowing/disallowing publishing, and a speaker agreement form to fill in before uploading.

The speaker upload page uses a style selected by the organiser, so presenters can be assured with the branding that they have been sent to the right place.

Speakers will only be given links to their presentations, and each link is accompanied by the session and presentation name, to avoid confusion.

There is a drag and drop space on the upload page, but also a button to browse and select presentation files, letting the speaker choose which method they are more comfortable with, and multiple files can be uploaded at the same time.

Once a file is uploaded, it is checked for common formatting errors by our scan tool, for more information on this, please see the “The Scan Tool & File Checking” section under Event Portal for Organisers.

The file(s) are uploaded to one of a number of servers that we have around the world. Limits on file types and sizes can be set in the portal by the organisers, in the Security tab of the General Options page under the “System” menu.

Slidecrew supports most common file formats:


If a presenter wants to provide a newer version of their presentation, they can do so by uploading a file of the same name. Our system will use the newer version, while keeping the older one archived, but not deleted, as a back up.

It is also possible for organsiers or Slidecrew staff to upload directly from the webportal on behalf of the speaker, if they are having technical difficulties.

If a speaker agreement or conflict of interest form is required, it will appear as a pop up on the speaker upload page before allowing any uploads.

Organisers can create their own forms in the Form builder under the “Core” menu of the portal, and supports:

  • Images
  • text
  • presets such as date, speaker name, company or presentation name.
  • text fields
  • checkboxes
  • drop down select options
  • signature box

After filling out their form, speakers are also given an option to download a PDF version from the upload page, and organisers can see the results in the event portal.

As many of our events are medical conferences, many presentations may contain sensitive data, and so some presentation files should not be published, while others present no problem.

To accommodate both, we give the option on the speaker upload page for the speaker to give or deny consent to publish their presentation files to the event website. This is also something that presenters are asked to confirm, and may change, at the speaker service centre.

For more information on this, please see the Media Library & Publishing section.

Event Portal for Organizers

For organisers, the event portal is not only a valuable source of live information on the progress of their event, but quick and way to make changes on the fly and have them reflect in real time.

Throughout the entire event process, we can keep organizers up to date with a wide range of statistics, available in the web portal. Slidecrew maintains access to the system information at all times to ensure our staff can assist with any technical matters, and our system tracks all logins, edits and deletions.

The programme page is an interactive timetable view of your event, split into rooms, sessions and presentations. Use the sidebar to make changes, and watch the colour coding for an immediate overview of how your file distribution and checking is progressing.


Blue - We don't expect any files to be uploaded.


Red - We are expecting files, but none have been uploaded yet.


Yellow - Files have been uploaded, but not checked at the Speaker Service Centre.


Green - Files are uploaded and checked with the speaker on-site.

Organisers can upload files directly to any presentation in the portal by finding it either on the programme page, or searching for the relevant session or presentation.

The results of any speaker forms can be viewed and downloaded in the “Forms” page. For more information on forms, see the “Speaker Agreement and Conflict of Interests Forms” under the Speaker Upload Portal section.

Our customisable dashboard page can show a variety of useful notifications,  statistics and graphs, or set to hide information not relevant to the user, such as:

  • Event information
  • Your Files status
  • Upcoming sessions
  • Statistics
  • Notifications

Slidecrew has developed an algorithm that automatically checks uploaded files for common file and upload errors, and displays the results as well as any errors found, minimizing the risk of faulty files during presentations.

It currently checks the following:

  • Fonts – Fonts that are not standard on all devices and are potentially not installed on the presentation.
  • Large image sizes – Large images can slow down the presentation and cause animation glitches during presentations.
  • Video location - checks whether a presentation has videos, and on which slide.
  • Video file type – Identified videos can be converted to MP4 to avoid issues in playing the videos during presentations.
  • Video/Audio – flagged video and audio files are checked to ensure audio is present and compatible.
  • External linked (files) – The scan will check for externally linked files. ensuring that missing video files are discovered, and potential safety issues within PowerPoint are also detected.
  • Hidden slides – The file scan will report if any slides are hidden.
  • Aspect ratio – The aspect ratio of all files is checked for compatibility with the settings of the room.

Potential issues, as well as the where video and audio files are embedded are flagged and visible when checking the presentation at the speaker service centre (SSC), as well as within the Technician App. This helps the SSC staff focus on potential problem areas, as well as letting on-site staff keep better track of where potential technical assistance may be needed.

The file checking software has been designed to check:

Speaker Service Centre

During the event, our Speaker Service Centre (SSC, also called Speaker Ready Room or Slide Preview Center) set-up gives organisers a convenient way to facilitate speakers checking in and providing, updating or simply confirming their presentation files before their sessions.

The typical workflow for larger events with many presenters is:

  • Presenters are greeted by a staff member with access to the portal, from which the staff member can add the speaker to the queue.
  • The SSC queue display, usually placed in a waiting area, will show what position in the queue each presenter is, and who is being sent to each “station”. If the presenter wants to use a self service station, the next available one will be allocated to them. Once they have finished and closed their session, the station will become available for the next presenter.
  • If a presenter would like some assistance, need their personal information changed, or if their files are complicated, they can be assigned to a staff assisted station, where another staff member with access to the portal will go through their files with them, and assist in checking, uploading or updating files.

Smaller events may not need such a complex set up and simply having a few staff members with portal access to assist file checking would be sufficient.
We recommend that the computers used in the SSC mimic those used in the presentation rooms, this way any files checked on these machines will not have any compatibility issues when presenting.

Slidecrew manages the presentation files, but does not use its own software to open them. Your PowerPoint slideshow will still require PowerPoint to be installed on the machine to run.

First, an event or Slidecrew staff member with access to the portal will be able to find any speaker within the system by using the “find person” search bar, always visible at the top right of any page within the portal.
This will open a page in the portal displaying that speaker’s information, as well as all of their presentations for that event, sorted by day, by room, then session and time. From this page the speaker can also be assigned a spot in the SSC queue system.
From there they can be directed tot he waiting area, or directly to their check in station if one is available. The SSC queue screen is a display that shows:

  • Speakers currently waiting for an open station
  • Estimated wait time
  • A list of stations in the SSC, and which speaker is assigned to each

When a speaker closes their session at a self service station, or when a staff member marks them as finished at a staff assisted check-in, that station becomes available and the system assigned the next speaker in the queue

This app, installed on a device in the SSC, downloads the presentations files of the speaker currently assigned to it from the queue, allowing the speaker to view and edit those files, as well as uploading new ones.
The speaker will be asked to confirm their identity before being allowed access to the files, and once they have clicked to confirm that they have finished checking, the app will save any changes to their files, upload them to cloud storage, and then reset for the next user.

This set up usually consists of a computer mimicking the set up in the meeting rooms (to avoid compatibility issues between the checking station and live presentation), with a second screen connected and a staff member waiting to assist the speaker.

Once the speaker takes a seat and gives their name, the staff member can find them within the portal and step through their presentations with them, making any necessary recommendations or edits.

The speaker can also confirm or request updates to their details, as well as whether to allow or deny publishing of specific presentation files.

The services available at a staff assisted check in station include:

  • updating personal information or adding a profile photo
  • Downloading pre-uploaded files for checking & updating
  • Uploading new presentation files
  • Viewing presentation file information summary and latest uploads
  • Using our scan tool to view detail information and flag potential problem areas within a presentation file
  • Changing presentation details
  • Adding notes for the technicians or chair for during presentation or media library publishing
  • Adding disclose forms or media released forms

On-site File Distribution
& Venue Apps

Our Venue apps download, and keep updated, all the presentation files for that room for that day, provide information and give speaker and technicians and easy interface to use from start to finish.

Moderators also have access to a chair screen, listing the presentations and speaker details for their sessions, as well as giving access to PDF versions of presentation files, for quick access to information.


Installing the required hardware, interfacing with the AV systems (projection and sound) and establishing the network is no more complex than in any other event. However, once up and the running, presentation files are automatically transferred locally onto the presentaion devices in the room.

This way, although our solution is primarily cloud based, any drop in network connectivity will not interrupt presentations. Slidecrew uses the computers native apps to run the presentations (PowerPoint, Keynote, VLC, Adobe Acrobat, etc.)

Our Venue Apps will always check for new versions of presentation files and any changes to the schedule. They also have a built in updater, which will check for new versions of the Slidecrew software on opening (but will not do so during an event, to avoid interruptions).

For the computer in the room, we offer two different software tools: a stand-alone version; the Kiosk (for break-out rooms and sub-session rooms) and a technician version (for rooms with a technician).

The Kiosk app is designed for rooms where not technician is present or needed, the interface of the app looks similar to our digital signage, listing sessions, presentations and speakers for that room. When it is a speaker’s turn to present, they simply click on their presentation, and it will begin, showing their Slideshow on the large screen/projector, and their notes as well as the countdown timer on the laptop screen. The countdown timer is merely an indicator to help the speaker, and will not do anything if the time runs out.

Once a speaker is finished and closes their presentation, the Kiosk App will take over again, ready for the next speaker.

The Kiosk app:

  • automatically downloads, and keeps updated, all presentation files that are needed in the room for that day.
  • Supports multiple files per presentation
  • Has a simple and intuitive interface designed for speakers to use comfortably.
  • (If available) starts a countdown timer as the presenter starts their presentation.
  • (If available) changes the digital signage outside the room and on the name plate display to indicate which presenter is speaking at that moment.
  • Supports both touchscreen and mouse interface

It is also possible to create a custom layout for specific sessions like sponsored sessions.

kiosk app

The technician app has most of the same functionality as its sibling, the Kiosk, but is designed to be operated by a room technician, with the speaker never having to interface with the app, except by using a clicker to move from one slide tot he next.

With that in mind, the Technician app provides much more information to the operator, such as providing information from our scan tool listing file size, slide number, what pages have audio, video or large images, etc. This is to keep the technician informed of any upcoming potential problem slides.

The Technician app:

  • automatically downloads, and keeps updated, all presentation files that are needed in the room for that day.
  • Supports multiple files per presentation
  • (If available) The technician can control a countdown timer and send messages to the presenter.
  • (If available) changes the digital signage outside the room and on the name plate display to indicate which presenter is speaking at that moment.
  • The technician can view the following information via the app:
    • A list of all presentations for the day, including start and end times, sorted by session.
    • Which files have been downloaded
    • If a presentation contains audio or video
  • The technician starts the presentation and hands over control of the slides to the presenter.

Files are downloaded to the desktop, and into individual folders based on session and presentation. Folder names include times and dates, making the folder structure easy to understand and navigate even large, complicated events.

Technician App

The Moderator app, or “Chair screeen” is designed to keep session chairs and moderators up to date and informed on the speakers and presentations for their sessions.

It provides:

  • a list of all sessions and presentations in the room
  • information about the speakers for each presentation, including titles, affiliations, biography and an image (if available)
  • a countdown timer for the active presentation
  • control buttons to adjust the timer
  • an input field to quietly send messages to the speaker (visible to the speaker on the timer)
Moderator App

ePoster submissions

Submitting digital posters is super easy. For eposter presenters, the process is the same as for any other presenter; they simply go to the upload page and drag-and-drop their file (for more information, please refer to the Speaker Upload section).

Once uploaded, poster files are converted into a high resolution image and made available within seconds to any screens displaying posters for that session.

As the converter creates a single image out of a PowerPoint file, we recommend submitters limit themselves to a single page PowerPoint when uploading. We have E poster templates available which can be included in the mass email with guidelines and best practices for submitters to follow, which can be customised to better fit your event.

Media Library & Publishing

Recorded presentations, E posters and PDF versions of peresentation files can be published (with speaker permission) on your own event website or made available using the Slidecrew media library. Browsing content post-event is easy.
Give your attendees access to the presentations, e-posters and recorded sessions online with the use of the media library module. Attendees can view event content at their leisure after the event for from after a session has been presented.

Our system is able to publish PDFs of presentation files as each presentation finished, while our analytics let you track which presentations, e-posters or recorded sessions are viewed and what topics are more popular.

Presentation publishing

After your event you may want to export all presentations to PDFs. We can automatically do that for all the presentations and make them available online for easy access.

We offer a module that can be integrated in your event website, matching its design. You can choose to automatically have slides available after each presentation (if the presenter has given permission), and if you have multiple events, it is easy to combine all events together into your own event library. For easy navigation, we have a search function which indexes presentation titles and speaker names

E-poster publishing

Give online attendees access to e-posters both during and post-event, using the Slidecrew e-poster viewer integrated into your event website.
If you have multiple events, content can be combined into a single library with an integrated search function for presentation title or speaker name.

Recorded sessions

Recorded sessions and presentations can be published online to Vimeo, or via the media library module.
If you have multiple events, content can be combined into a single library with an integrated search function for presentation title and speaker name.