Live events get a lot easier when the right files show up before show day.

That sounds obvious, but it is one of the most common places where events get messy. A slide deck is missing. A video has no audio. A logo is too small. A presenter brings a new version on a thumb drive. Someone says “final,” but there are three newer files buried in the email thread.

None of this means the event is doomed. It just means the AV team has to spend valuable show-day time solving file problems instead of focusing on the room, the presenters, and the audience.

A good AV file checklist prevents that from happening and keeps everyone on track for success.

The goal is not to make planners do more work. It is to make sure the production team has the right slides, videos, graphics, music, speaker notes, run of show documents, and approval paths before the event starts moving fast.

Why event files matter more than most people think

Files are not just “content.” For a live event, they are part of the technical plan.

Slides need to appear on the right screen. Videos need to play smoothly. Audio needs to route correctly. Logos need to be hi-res. Speaker notes may need to appear on a confidence monitor. Timers may need to match the agenda. Livestream graphics may need to fit a different format than the in-room screens.

When files are clean and organized, the show feels calm.

When files are late, mislabeled, or incomplete, the crew has to guess. That is where mistakes happen.

A deck named FINAL_final_REALfinal_v7.pptx might be funny in the office. Backstage, ten minutes before doors, it is less charming.

The main files your AV team needs

Every event is different, but most live event file handoffs include some version of the same core materials.

Before show day, your AV team may need:

• Slide decks
• Videos
• Walk-on music
• Background music
• Logo files
• Sponsor graphics
• Lower thirds
• Run of show
• Cue sheet
• Speaker order
• Presenter notes
• Scripts
• Timer instructions
• Livestream graphics
• Recording requirements
• Captioning or accessibility notes, when needed

You may not need every item on that list. However, thinking through each category helps you catch gaps early.

Slide decks and presentation files

Slide decks are usually the first thing people think about, but they are also one of the easiest things to underestimate.

For most events, your AV team needs the actual presentation files, not just PDFs. PowerPoint and Keynote files allow the team to check animations, embedded videos, fonts, presenter notes, formatting, and aspect ratio.

If the slides are locked or exported as a PDF, that may be fine for a simple presentation. However, it can limit what the team can fix if something looks wrong on screen.

Before sending slide decks, confirm:

• Is this the final version?
• Is the deck built in the correct aspect ratio?
• Are fonts embedded or available?
• Are videos embedded properly or sent separately?
• Does the presenter need speaker notes?
• Will the presenter control the slides, or will the crew advance them?

A deck that looks good on a laptop does not always look good on a large screen. Small text, low-resolution images, and odd formatting become much more obvious in the room when screens are 20′ wide.

Videos, music, and playback assets

Video files should be sent separately, even if they are already embedded in a slide deck.

Embedded videos can work, but they can also create problems with playback, audio routing, file size, or compatibility. Sending the original video file gives the production team a cleaner path.

This also allows them to cue from a separate computer (Playback). Having a dedicated machine for video is almost always the safer path.

For videos, include:

• Final video files
• File names that match the run of show
• Audio requirements
• Start and stop points, if needed
• Whether the video should fade in, cut in, or roll from black
• Whether the video has captions
• Whether the video needs to appear in the livestream or recording

Music needs the same kind of clarity. Walk-on music, award stings, intro tracks, intermission music, and closing music should be labeled clearly.

A file named song.mp3 is not helpful. A file named 03 CEO walk-on music.mp3 is much better.

Logos, sponsor graphics, and lower thirds

Logos often arrive too small, too blurry, or in the wrong format.

For large screens, sponsor loops, LED walls, livestream graphics, and lower thirds, clean logo files matter. Whenever possible, send vector files such as SVG, EPS, or AI. If those are not available, send high-resolution PNG files with transparent backgrounds.

Avoid pulling logos from websites, email signatures, screenshots, or social media profile images. Those files may look acceptable on a laptop, but they can fall apart on a large screen.

For graphics, include:

• Sponsor logos
• Correct sponsor order
• Approved backgrounds
• Lower third names and titles
• Pronunciation notes, if useful
• Any brand rules the team needs to follow

This is especially important for awards programs, panels, livestreams, and branded general sessions where names and titles need to be correct.

Run of show, cue sheets, and speaker order

The run of show is one of the most important documents your AV team can receive.

It tells the production team what is supposed to happen, when it happens, who is involved, and what technical cues support each moment.

A useful run of show usually includes:

• Segment order
• Speaker names
• Approximate timing
• Slide deck names
• Video file names
• Music cues
• Microphone needs
• Camera needs
• Stage movement
• Breaks
• Livestream notes
• Recording notes

A cue sheet may go even deeper. It can show exactly when a video rolls, when music starts, when a walk-on happens, when a microphone turns on, or when the camera feed changes.

For a simple meeting, a basic agenda may be enough. For a keynote, awards program, livestream, or multi-room event, the production team needs more detail.

Presenter notes and timer needs

Presenter support is easier when the AV team knows how each speaker plans to work.

Some presenters want to control their own slides. Others prefer to say “next” and have the crew advance for them. Some need speaker notes. Others need a timer. Some want to see the current slide, next slide, and remaining time on a confidence monitor.

None of these are wrong. The problem is finding out at the last second.

For each presenter, confirm:

• Who advances the slides?
• Does the presenter need notes?
• Does the presenter need a timer?
• Should the presenter see current slide, next slide, or both?
• What microphone will they use?
• Are they bringing their own laptop?
• Do they need rehearsal time?

This is also where speaker comfort matters. A calm five-minute check can prevent a very public problem later.

Livestream and recording files

If the event includes livestreaming or recording, the file checklist gets a little bigger.

The livestream may need graphics that are different from the in-room screens. A lower third that looks great on a ballroom screen may not work as well in a video frame. A remote presenter may need a holding slide. A recording may need a clean feed, program feed, or separate audio feed.

For livestreams and recordings, send:

• Event title graphics
• Lower thirds
• Speaker names and titles
• Sponsor graphics
• Holding slides
• Break slides
• Opening and closing graphics
• Captioning requirements
• Recording deliverable requirements

If accessibility is part of the event plan, discuss captioning and communication support early so the technical workflow can support it.

Do not wait until the room is already built to decide what the livestream audience needs to see.

File naming and version control

This may be the least glamorous part of event production, but it can save the most time.

Clear file names help everyone.

Instead of this:

• finaldeck.pptx
• newfinaldeck.pptx
• finalfinaldeck2.pptx
• video.mp4
• logo.png

Use something like this:

• 01_opening_walk-in_loop.mp4
• 02_welcome_slides_sarah_jones.pptx
• 03_ceo_keynote_final.pptx
• 04_awards_intro_video.mp4
• 05_closing_slides_final.pptx

The number should match the run of show. The name should explain what the file is. If the file changes, update the version clearly and remove the old one from the shared folder.

This does not need to be fancy. It just needs to be clear.

What to send 30 days, 7 days, and 24 hours before the event

Not every file will be ready at the same time. That is normal. We understand late night edits.

The important thing is knowing what should be ready early and what can wait.

30 days before the event

At this stage, your AV team should have the big picture:

• Event agenda
• Room layout
• General run of show
• Screen needs
• Audio needs
• Livestream or recording needs
• Known presenters
• Known video moments
• Branding requirements
• Accessibility requirements

The files may not be final yet, but the production team should understand what is coming.

7 days before the event

One week out, the team should be working from near-final materials:

• Slide decks
• Videos
• Music files
• Logo files
• Sponsor graphics
• Lower thirds
• Run of show
• Cue notes
• Presenter needs
• Livestream graphics

This gives the crew time to test files, flag issues, and ask useful questions before everyone is onsite.

24 hours before the event

At this point, changes should be limited and clearly communicated.

Send only the files that changed, and label them clearly. Do not resend the entire folder unless it is absolutely necessary.

If something changes onsite, make sure one person owns the update. That person should know which file is current, who approved it, and where it needs to go.

Quick AV file checklist

Before show day, make sure your AV team has the files and details they need.

Presentation files

• Final slide decks
• Fonts or embedded fonts
• Speaker notes, if needed
• Presenter control instructions
• Confidence monitor needs

Playback files

• Final video files
• Walk-on music
• Award music
• Hold music
• Audio notes
• Captioned versions, if needed

Graphics

• Logo files
• Sponsor graphics
• Lower thirds
• Event title graphics
• Livestream graphics
• Break slides

Show documents

• Run of show
• Cue sheet
• Speaker order
• Stage movement notes
• Microphone assignments
• Timing notes

File management

• Shared folder link
• Clear file names
• Current version marked
• Old versions removed or archived
• One person assigned to approve changes

The best file handoff is boring

That is the goal.

A boring file handoff means the AV team has what it needs. The decks open. The videos play. The logos look clean. The run of show matches the files. The presenters know what to expect. The crew is not guessing.

That does not mean nothing will change. Live events always change.

However, when the files are organized, the team can respond to changes without losing the thread of the show.

That is what makes the difference between a rushed technical scramble and a calm production process.

Planning a live event?

MeyerPro supports live events, meetings, conferences, galas, livestreams, and show support across Portland, Seattle, Kirkland, and the Pacific Northwest.