CAPITAL A PRODUCTIONS
PowerPoint SOP
POWERPOINT PRESENTATIONS, THE WAY WE SEE IT.
PowerPoint is the standard in the presentation industry. We strongly suggest only using PowerPoint and never using other software, PDF’s or other web based presentations.
Capital A Production uses a Windows machine for all events unless otherwise requested. We Highly recommend following the below directions for formatting and delivery to ensure a seamless presentation.
Please make sure all PowerPoint presentations, videos and music are in the proper formats.
PowerPoint: 16:9 (Wide Screen)
Videos: mp4 at 1920 x 1080 resolution
Music: mp3
Please make sure all original files for all video and music are sent with the PowerPoint presentation (according to the delivery instructions below) in advance of your event so our team can fix any files that may become corrupt during the transfer process.
Note: NEVER rely on links to play videos or music from the internet. All video and music files should be embedded into the presentation using the original file to prevent any issues.
Fonts: We recommend only using fonts provided by PowerPoint. Avoid using downloaded fonts. If downloaded fonts are a must, then you must embed them. If they are not embedded in the PowerPoint, you risk your file being unusable. If custom fonts are a must please send the original font file along with the PowerPoint.
How to Embed your Fonts into PowerPoint.
Windows
> File > Options > Save
At the bottom of the page, you will see a click box for “Embed fonts in the file”. Make sure this is clicked on as well as the bottom option “Embed all characters” (best for editing by other people).
Mac
From the working PowerPoint, select Preferences
In the dialog box, under Output and Sharing, select Save
Under Font Embedding, select Embed Fonts in the file
Make sure to also click on Embed All Characters (this is important)
NOTE: This feature is only available to Microsoft 365 Subscribers and in PowerPoint 2019 for Mac, version 16.17 or later. In previous versions, there is no way to embed fonts in PowerPoint for Mac.
If you have the fonts in TrueType font format, you can include them on the thumb drive you have your presentation on, and they can be loaded into the machine that will be used for the presentation (Windows or Mac). If the fonts are the Mac AAT file format, they will NOT work on a Windows machine.
Bottom line (from an A/V team perspective), people should be doing PowerPoints on PC’s or they need to make SURE that they are NOT using Mac AAT fonts if they just have to use a Mac. Even if the AV provider has a Mac, there’s no guaranteed way to embed those fonts (depending on the version of Office/PowerPoint you’re using) so the presentations will potentially look different and may need to be completely reformatted (by the presenter on site).
Delivery: All files should be uploaded to a folder that we will provide. We will send you a link to the folder within ten days of your event. File names should be the same as they are written in the program. We prefer that the file be labeled alphabetically along with the program.
Examples Below:
7:45 am (A: Video Segment Forum Sponsor/Social Media Powerpoint Slides on Screens)
8:10 am-Show intro video (B: Video Segment Introduction to Forum)
8:30 am The Honorable Mayor Van Johnson (C: Video Segment Van Johnson Welcome)
9:10 am Presentation by Sean Holmes (D: PPT David Gray)
9:50 am Presentation by Jack Johnson (E: PPT Jack Johnson)
10:30 am Break (F: PPT Sponsor Slides set on a loop)
PRO TIPS:
Keep Things Simple: In PowerPoint, your product is your message, and your customer is your audience. By adopting a simple design approach, you’ll be able to create clear, concise, and, above all, understandable slides. In layman’s terms: You’ll easily get your main point(s) across.
Text: Keep the text under eight lines or 30 words with a minimum font size of 24.
Color Scheme: The best colors for slides have high contrast and are easily seen. Dark backgrounds should have light text and bright accent colors. Light backgrounds should have dark text and bold accent colors. This way, the audience can read the text and see the graphs or shapes on each slide.
Using Notes: Use bullet points on your notes to help you keep your place. Don’t use your notes for a script. The notes section should only be used for talking points.
Practice: Practice makes perfect. Only come to an event to present, rehearsed. When you practice your presentation, you will be able to fine-tune the way your presentation flows, and you will find any mistakes you may have made while building your presentation.
Holding Slide: A holding slide is an invaluable asset at every event. This gives the A/V team the ability to make your show look seamless. A holding slide is used between presenters, and video’s so the presentation can be switched without the audience seeing the video technician's behind-the-scenes work. A holding slide is typically the logo for the event or the company holding the event.