Presentation Guidelines

When do you need my slides?

We will need them at least two hours before your presentation and no later. You can email them to but you must also bring a copy of all the files (including separate video/image/sound files) on a USB stick.

Due to the limited time between speakers, the playback of presentations from personal laptops at the lectern will not be allowed. All presentations must be run via our playback system, and therefore we need copies in advance. 

When you send your slides, please ensure you include the following in the email (ideally the subject line):

Speaker name, day, time and location of the talk, e.g. “Joe Bloggs, Tuesday, 15:06, Upper Main” This information will be on your confirmation letter.

We have over 300 faculty so this is crucial as it will enable our AV team to quickly and correctly allocate the file. 

What formats will you accept?

CX will only accept presentations in PowerPoint format (versions 2007/2010/2013/2016).

Is there a slide template I should use?


Please use the following template for your slides: click HERE to download.

Do I need to do anything when I arrive at the venue?

Yes, even if you’ve already emailed your presentation please bring bring a copy of the PowerPoint file (along with any embedded files) on a USB stick, on the day on which you are speaking at least 2 hours in advance of your presentation to the Speaker Ready Room. This is to ensure compatibility of your presentation with our systems.

When is the Speaker Ready Room open?

The Speaker Ready Room will be open from 7:15am each morning as well as on Monday, 23rd April from 2:00pm to 6:00pm.

Where is the Speaker Ready Room?

The Speaker Ready Room will be located in a purpose-built room on the exhibition floor, near the Faculty Lounge. Staff will be on hand to direct you.

Please read if your presentation has been created on a Mac:

If your presentation has been created in PowerPoint for Mac, we recommend you test it in advance using a Windows version of PowerPoint. We also recommend that you use fonts common to both systems (Arial, Courier, Georgia, Times New Roman, Trebuchet MS, Verdana) as our playback system is Windows-based.

Please read if your presentation contains a video/images/animations

If your presentation includes audio, videos, images or animations, our playback system requires these to be embedded within the PowerPoint presentation itself, rather than provided as separate files (known as “linked” items).  This is only possible if the presentation is saved in the pptx format rather than the older ppt standard.  If you are unsure of how to check this, our production staff can provide assistance via email at  Instructions are also included in the Guidance Notes below.  This will be checked by staff in the Speaker Ready Room before your presentation is uploaded to our systems.  Please ensure that you bring a backup copy of all audio, videos, images or animations with you on a USB stick so that we are able to correct any issues with embedded files.

Our preferred video format is MP4 (usually a file ending .mp4 or .m4v), however the following file formats are also acceptable.

File format Extension
Windows Media file .asf
Windows Video file .avi
MP4 Video file (preferred) .mp4, .m4v, .mov
Movie file .mpg or .mpeg
Adobe Flash Media .swf
Windows Media Video file .wmv


  • Ensure you lay your presentation out within the “title safe area” of the screen.  Essentially, this means that you should not place text, graphics or logos close to the edge of the screen.
  • Aim to use font no smaller than 24pt where possible.
  • Check that all audio, video, images or animations are embedded within the presentation, and not linked.  (File – Info – Related Documents – Edit Links to Files – Select all Files, then click “Break Link”).  If the “Edit Links to Files” option is not shown, then your presentation has no linked files.
  • Use PowerPoint’s facility to compress pictures for screen shows to keep file size down.  This allows presentations to load and run quicker.  (File – Save As – Tools – Compress Pictures).
  • If using non-standard fonts, please embed them within the presentation.  (File – Save As – Tools – Save Options – Embed fonts in the file – Embed all characters).
  • When saving your presentation to USB stick, please use the “Package Presentation for CD” option to ensure that all audio, video and animation files are captured.  (File – Export – Package Presentation for CD – Package for CD – Copy to Folder).  This ensures that any erroneously linked files are also saved along with the presentation, allowing us to to correct the issue in the Speaker Ready Room.
  • All instructions provided above are based on PowerPoint 2016 for Windows (the latest version).  If you have any questions regarding the compatibility of your presentation with our systems, please email for assistance.