“Speakers Prep” is a way of getting a large number of presentations into the AV system, usually for large conferences. There is typically a special room just for it, where all of the speakers will be invited to visit when they arrive at the conference to upload, check, and approve their presentation. The Speakers Prep technician will check the presentation, making sure all videos and transitions look correct, and then send it into the right room at the right time.
This gives the conference organiser the opportunity to check each presentation for legal compliance, correct branding and allows the AV supplier to have a consistent presentation system across the entire conference.
The Speakers Prep room will typically have a few computers, a demo clicker, sometimes even a demo lectern, and a technician to facilitate the presentation loading and checking process. The good ones also have a coffee machine, and the great ones even have a bowl of lollies.
The system of getting the correct presentations into the correct rooms at the correct times, is a large scale file sharing operation with a strict naming convention. It’s a fairly straightforward process, but accuracy is very important.
For large conference to run smoothly, Speakers Prep is a must-have. So if you think your event might need it, make sure you speak to your AV supplier about the number and complexity of your presentations and they can let you know if Speakers Prep is necessary.
