Phase 3 · Preparing the Speaker and Program
Presentation Deadlines, Slides and Content Policies
If your production team needs the speaker's slide deck before the event, tell the Mollie Plotkin Group the deadline as early as possible. Tell us, too, if you plan to share the slides or notes with attendees. Speakers have different rules about when they release presentation files, how those files are played and whether they can be distributed afterward. We need to know what your team is planning so we can discuss those requirements with the speaker.
Give us the date your production team needs
Share the actual deadline and explain what your team needs the deck for. Some speakers send their files only during the week of the event; others keep the presentation on their own laptop. Either approach can affect your production team's preparations, particularly if they expect to load and review the presentation earlier.
The speaker or their representative should explain any such policy when we discuss your requirements. The Mollie Plotkin Group can follow up on the file, repeat the deadline as needed and make the case for a genuine production need. We will also tell you what the speaker is willing to provide, so your team can plan around it. We cannot promise an earlier release without the speaker's agreement.
Agree on how the slides will be played
Getting a file and running a presentation are different parts of the job. If the speaker keeps the deck on their laptop, your production team still needs to know how it will connect to the event setup. If an AV operator will control the slides, audio or video, the operator and speaker need to review the cues together before the keynote. The presentation workflow should be settled before the speaker goes onstage.
Speaker AV and Production Checklist covers the full production review. For now, tell us what your team expects to receive and how it expects to play the presentation. We can check whether that plan works with the speaker's file policy.
Ask before sharing slides or notes
A deck supplied to run the keynote is not automatically yours to send to attendees. If your organization wants to share slides, presentation notes or other materials, tell the Mollie Plotkin Group before the event. We can ask the speaker about that use; they may have a separate policy or may decline to distribute the materials.
Recording or streaming permission does not settle the slide-sharing question either. If your plans include a recording, a live stream or later distribution of the keynote, raise those requests separately. Recording and Streaming Rights for Keynote Speakers explains what to disclose.