Optimize Your Presentation Slides for Live Events

You’ve been invited to present at an upcoming event. Your speech is on point, your attire is a flattering fit, and you’re prepared for any question that comes your way. But have you optimized your presentation slides?

Few things will distract your audience more than slides that are difficult to read, visually overwhelming, or poorly formatted. No matter how many times you’ve presented on stage, a quick review of these five design tips will help ensure your slides enhance—rather than hinder—your message.

Design for Person Farthest from the Stage

Images and visuals are more engaging than text. And a slide with text too small for your audience to read has no value in your presentation. As a general rule, use at least a 30pt font size, keep text minimal (no more than six words per line and 6–8 lines per slide), and focus on headlines and key points rather than full sentences. Let your spoken presentation carry the details. When your audience listens to you rather than reading your slides, your message will have a far greater impact.

• Pro tip: If you need to share a complex graph or data-heavy table, consider hosting it online and generating a QR code for the link. Display the QR code on a slide, allowing your audience to scan and review the details at their convenience after the presentation.

Keep Overlays In Mind

Many events include live captioning to improve accessibility—whether in-person, hybrid, or virtual. Ask the event coordinator if captions or other overlays will be used during your presentation. If they will be used, design your slides with enough blank space in the lower third so that your content is not obscured.

If captions will be added for accessibility, be sure to leave space in the lower third of your slides.

Avoid Stark Background Colors 

A pure white background may seem like a safe choice, but it can be harsh on the eyes, especially on large projection screens. Instead, opt for light beige, soft gray, off-white, or darker colors for a more comfortable viewing experience. Whether you choose a light or dark background, ensure there’s high contrast between your text and background for maximum readability.

Choose background colors that are comfortable for viewing.

Do Not Embed Your Videos

If your presentation includes video content, resist the urge to embed it directly into your slides. While it might work fine on your personal computer, embedded videos can cause issues when played during an event on the show computer—such as lag, stuttering, or failure to play altogether. Instead, provide separate video files to the AV tech team in a widely supported format (such as .MP4 or .MOV) at least 24 hours before the event. The video engineer will review the video before your presentation and cue the video at the right moment to ensure smooth playback on their professional equipment.

If you don’t have a dedicated AV technician for your presentation and are using your own laptop, it’s best to save the video file to a local folder and insert it in your presentation rather than linking to an online video. This reduces the chances of delays or buffering caused by limited internet access. 

Save in Multiple File Formats

To ensure your slides appear exactly as intended, save your presentation in multiple formats. PowerPoint (PPTX) files may display differently depending on the software version or available fonts on the show computer. To avoid surprises, provide the AV tech team with a high-resolution PDF version and, if possible, export slides as JPG or PNG images so they can compare these files to your PPT file. This helps maintain consistent formatting, especially for slides with custom fonts.

• Pro tip: if you are using custom fonts, be sure to download and provide the fonts with your PPT file.

Even with the best preparation, the only way to be 100% sure your slides translate properly from your device to the event’s AV system is to test them on-site. Arriving early to do a tech check with the AV team allows time to adjust for differences in screen size, resolution, or unexpected changes. The AV techs act as the bridge between your presentation and the event’s technology. We want to ensure your presentation looks the way you designed it.

Set Yourself Up for Success

Great slides enhance your message, not compete with it. By optimizing presentation slides, you’ll create a better experience for both in-person and remote audiences. Before your presentation, communicate with the AV team to confirm the best file formats and any technical requirements. 

With these design tips in mind, you’ll step on stage with confidence—knowing your slides are as polished and professional as your delivery.