Ask any A/V production team what one of their biggest challenges is, and you’ll likely hear the same thing: getting content from clients or presenters on time.

Despite our best efforts to plan ahead, it’s become increasingly common for presenters to arrive minutes before doors open — thumb drive in hand — with final videos or slide decks. And while we do our best to accommodate these last-minute changes, we wanted to share why we request content in advance, and how delays impact the entire production.

If you’ve ever asked, “Can’t you just plug it in and play it?” — this article is for you.

Why We Set a “Content Due” Date

When we ask for presentation content days before the event, it’s not to be difficult. It’s so we can test, troubleshoot, and ensure everything works flawlessly with our gear. Here’s what that really means:

1. Slide decks (PowerPoint/Keynote): Different software versions and fonts can cause formatting issues. We need time to check compatibility and fix any glitches.
2. Videos: We verify that video files are the correct format, resolution, and version. If something’s off, we can catch it early — and get you the opportunity to fix it.
3. Embedded media: Audio or video clips within slide decks often go missing if not embedded properly. We need to test these ahead of time.
4. Wrong file sent: It happens more than you’d think — mislabeled or incorrect files. With time, we can request the correct one.
5. Audio quality: Poorly mixed or distorted audio may need editing before it’s ready to play in a large venue.
6. Obsolete formats: Occasionally, we receive files from outdated software or proprietary formats that won’t work with our playback system.

When we’re in our office — not in a time crunch — we can review everything calmly, communicate with you, and make it right before anyone steps on stage.

What Happens When Content Arrives the Day Of

Here’s what you may not see behind the scenes when content comes in last minute:

1. Technicians are pulled from setup: Reviewing files takes time, and someone has to stop setting up lights, testing mics, or running cable to troubleshoot your deck or video. This can delay the event from starting on time.
2. We lose prep time: Instead of focusing on the show run-through, reviewing scripts, or rehearsing cues, we’re scrambling to fix last minute content issues. This could lead to “winging it” and not having proper rehearsal time.
3. Smaller details suffer: With our focus on fixing content, we miss the chance to improve things like stage aesthetics, screen positioning, or audience experience. This could lead to the guests noticing and wondering what happened.
4. It causes stress (and mistakes): Rushing leads to pressure. And when the clock is ticking, even the most experienced technician can make errors. That’s not the kind of energy anyone wants when the doors open and the show begins.

The Ripple Effect of Early Content

When we get content in advance, it sets off a chain reaction of positive outcomes:

• Your presentation looks polished.
• Your video plays seamlessly.
• You have time to rehearse.
• Our technicians have the bandwidth to focus on all the little things that elevate your event.
• You can talk through things like microphone technique, where the speaker timer is, or how to use the slide advancer — the things that really make a presenter feel confident.
• The guests enjoy a perfectly executed event.
• You get a great night sleep, lots of high fives and feel proud about the event you just produced.

We’re not asking for weeks of lead time. 2–3 days is all we need and can make a world of difference.

We Understand Emergencies Happen

Last-minute edits or unavoidable delays will always pop up — we get it. But those should be the rare exceptions, not the norm.

It should not be standard practice to hand off content 30 minutes before showtime and expect a flawless production. That sets everyone up for stress and disappointment.

Planners, producers, and presenters: help educate your teams and clients on why content deadlines matter. The more time we have, the better your event will look, sound, and feel.

Let’s Raise the Bar — Together

You wouldn’t order catering the morning of the event. You don’t book your hotel block the day before. So let’s stop treating presentation content like it’s plug-and-play. It’s not.

With a little more planning and partnership, we can make every event smoother, sharper, and more successful. Let’s do better — together.