# Speaker deck intake, QA and room handoff register

This editable worksheet is in English. Copy it for one event and store actual presentation files in the organizer's approved location. Use the same session ID in the programme, speaker brief, run of show and production folder. Do not put private slide content or credentials in a widely shared register. This sheet records file and production decisions; it does not approve the truth of a speaker's claims, publication rights or specialist content.

Event: ____________________  Event date/time zone: ____________________

Programme version: ____________________  Run-of-show version: ____________________

Speaker contact owner: ____________________  Content approval owner: ____________________

Production/AV owner: ____________________  Room operator contact: ____________________

Approved submission route and storage location: __________________________________________

Accepted source format(s): ____________________  Agreed PDF/reference or media package: ____________________

Submission window: ____________________  Review/correction window: ____________________

Room test: ____________________  Production release: ____________________  Rehearsal: ____________________

These are event-specific times. Record the time zone, and leave enough time for correction, review and a room retest. Do not copy another event's cutoff without checking its own workload and equipment.

## One row per session and presentation

Create a row even when the deck is missing or no deck is expected. If a speaker has two sessions or two room-specific decks, use two rows. Link to files; do not paste their contents into the register.

| Session ID / room / start | Speaker and contact owner | Expected source / media / backup | Original received filename and time | Current candidate revision and link | Open issue ID | Content decision / owner | Room test result / revision | Released show filename / revision | Operator receipt / time |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| Example only: S24 / Room B / 14:00 local | Speaker A / coordinator | PPTX; separate clip if needed | `S24_v03.pptx` / Tuesday 10:00 | `S24_v04.pptx` / approved storage link | I-07 | Pending chart review | v03 tested; v04 pending | v03 only until new release | Room B has v03 / Tuesday 15:00 |
| | | | | | | | | | |
| | | | | | | | | | |

Allowed states: **expected → received → candidate under review → room tested → content approved → production released → operator acknowledged**. A file may move backward after a revision. A software upload indicator establishes only receipt, not the later states.

## File intake and inspection card — copy for each candidate revision

Session ID: __________  Original filename: __________  Received from/at: __________

Working filename and revision: __________  File link in approved storage: __________

- [ ] The file opens in the agreed application; it is for the correct speaker, session and room.
- [ ] The submitted original is retained separately from edits and earlier revisions.
- [ ] Title and speaker name match the approved programme. Questions about claims, figures, references or permissions have gone to the content owner.
- [ ] Slide order, first and last slide, intended aspect ratio, obvious clipping, blank elements, diagrams, links and template components were inspected.
- [ ] Fonts or symbols needing the room environment were identified. If font embedding was attempted, its result was checked on the playback machine.
- [ ] Video, audio, animations, live data, external links, speaker notes and separate media were inventoried for testing or explicit exclusion.
- [ ] Human accessibility review and any separate captions, interpretation or accessible-copy work have named owners where needed.

Inspection result: [ ] Continue to room test  [ ] Return to speaker  [ ] Hold for content decision

Reviewer/date: __________  Issue IDs: __________  Items not checked: __________

## Actual playback test card

Session ID and **exact** filename/revision: ______________________________________________

Room or speaker-ready machine: __________  Software/version: __________  Date/time: __________

Operator/tester: __________  Display and audio route: __________  Presenter control method: __________

| Cue or slide tested | What should happen | What actually happened | Result / issue ID |
| --- | --- | --- | --- |
| First slide and presenter view | | | |
| Dense text, diagram and font check | | | |
| Animation or build | | | |
| Video/audio/captions and return to slides | | | |
| Final slide and transition to next item | | | |

Separate media filename(s) and relationship to this deck revision: _________________________

Approved static backup, if agreed: __________  What it cannot reproduce: __________

Untested path or equipment: __________  Re-test owner/date: __________

Result: [ ] Passed agreed checks  [ ] Passed with named limitation  [ ] Failed/hold

## Issue and decision log

One row per observed problem. A message sent to someone is not a verified resolution. Keep the problem attached to the revision that was tested.

| Issue ID / session / revision | Observation and reproduction point | Category: file, content, playback or cue | Owner authorized to decide | Requested action and decision time | Replacement revision or approved alternative | Retest evidence / status |
| --- | --- | --- | --- | --- | --- | --- |
| | | | | | | |
| | | | | | | |

Content-owner approval: __________  Production/AV approval: __________

These are separate decisions even if one person holds both roles. Specialist claims go to the qualified content owner; a production check must not approve them by implication.

## Room release manifest — copy for every room and release

Room: __________  Manifest version/time zone: __________  Released by/date/time: __________

| Session ID / start | Exact approved show filename and revision | Required media filenames | Approved backup and trigger | Known limitation / operator note | Content approval ref | Room test ref |
| --- | --- | --- | --- | --- | --- | --- |
| | | | | | | |
| | | | | | | |

Active room folder or central server location: ____________________________________________

Superseded candidates **not** to play: _________________________________________________

Operator confirmed manifest and file access: __________  Date/time: __________

Operator opened named file on room route: __________  Date/time: __________

Operator knows escalation contact and backup trigger: __________

Rehearsal will use this manifest and revision: __________  Confirmed by: __________

## Late replacement or post-rehearsal change

Session ID: __________  Previously released revision: __________  New candidate: __________

Submitted by/at: __________  Summary of changes supplied by speaker: ____________________

Old version explicitly withdrawn? [ ] Yes  [ ] No  [ ] Decision pending

Which checks must repeat? [ ] Content  [ ] Layout  [ ] Fonts  [ ] Links  [ ] Media  [ ] Room playback  [ ] Cues

Authorized decision: [ ] Release replacement after retest  [ ] Keep tested version  [ ] Use agreed alternative  [ ] Hold/change session

Decision owner/time: __________  New manifest/version: __________

Old show copy removed from active selection by/time: __________

New operator acknowledgment/time: __________  Rehearsal/run-of-show update owner: __________

Keep the prior test record. Never overwrite the only tested show file and assume the operator will infer the intended replacement.