Keep one list of every video, slide and track
Slides, videos and music arrive by email, and nobody is sure which version is on the playback laptop.
The short answer
A playback asset register is a single list of everything that will be shown or played on stage: each deck, video, audio clip, logo and holding slide. For each it records the owner, version, file format, due date and status. The organiser can then see at a glance what has arrived, what is final and what is still missing.
The AV supplier plays the files. The organiser owns the register and the content decisions, including who may change a file after the deadline.
What counts as a playback asset
- Speaker presentations, including any embedded video or audio.
- Opening and closing videos, sponsor or partner videos, award clips.
- Walk-in loop, break slides, holding slides and the event title slide.
- Music for entrances, walk-in and breaks, and the person who confirmed it may be played.
- Live-captioning or interpretation slides if these are shown on screen.
Fields the register needs
| Field | What to record |
|---|---|
| Asset and session | Name of file and the session or cue where it is used. |
| Owner | The person who supplies and approves it, not the person who forwards it. |
| Version and date received | Version label and when the final file arrived. |
| Format and screen shape | File type and whether it is built for wide or square screens; see aspect-ratio checks. |
| Rights and permission | Who confirmed the organiser may play music, images or video; ask the owner, do not assume. |
| Status | Awaited, received, checked, final, locked. |
| Where stored | Shared folder and the backup copy location. |
A simple deadline and lock routine
- Set a content deadline well before the event and tell speakers what happens to late files. For example, they may be played from the speaker's own laptop at the supplier's discretion.
- Check each file on a copy of the playback system and note any problem, such as missing fonts or videos that do not play.
- Mark files as locked after the technical rehearsal. Any later change needs the owner's request and the organiser's approval.
- Copy the locked set to the backup device agreed in backup playback coordination.
Common problems the register catches
- Two versions of the same deck with different dates.
- A video that plays on the speaker's laptop but not on the playback laptop.
- A sponsor logo slide supplied at the wrong screen shape.
- Music with no confirmation that it may be played at the venue.
- A speaker who sends a last-minute change after the rehearsal.
Worked example · Fictional example
A one-day conference with 14 speakers
Fictional organisation and figures, for illustration only.
A fictional healthcare administrators' association has 14 speakers, one opening video and a sponsor video. Three days before the event the register shows that two decks are still awaited. It also shows that one video has a fault when played on the supplier's laptop.
The secretariat contacts the two speakers and asks the video owner for another export. It agrees with the AV supplier that the two late decks will be received on a USB drive at the rehearsal. By the day, all files are locked except one, which is recorded as a known exception.
Use this yourself
Playback asset register template
Copy one row per asset into a shared spreadsheet and review it at every supplier check-in.
- Asset name and file type:
- Session or cue where used (link to the stage cue sheet):
- Owner who supplies and approves:
- Version, date received:
- Screen shape built for:
- Contains embedded video, audio, fonts or links (yes or no, which):
- Permission to play confirmed by (name, date):
- Status: awaited / received / checked / final / locked:
- Stored at (shared folder) and backup copy at:
- Checked on playback system by (name, date):
Handle it in-house, or bring in help?
Your team can usually handle this when
- A small number of speakers and one person who can chase files.
- The AV supplier provides a receiving process and a show-ready check.
- Content is mostly static slides with no embedded media.
Outside planning help earns its fee when
- Many speakers, sponsors or contributors send files from different organisations.
- The programme relies on videos, music or live links that must be tested.
- Late changes are common and someone needs authority to say no or yes.
Need someone to chase and lock the content?
A conference project lead can set up the register, chase speakers and sponsors for files, check receipt against the run of show, and hand the locked set to the AV supplier. The supplier remains responsible for playback equipment and operation. Share your brief on WhatsApp and we will reply with which level of support fits and what it would cover.
Questions organisers ask
Who should keep the register?
One person on the organiser's side, usually the programme coordinator. The AV supplier can be given view access but should not be the only keeper.
When should files be locked?
After the technical rehearsal, so that what was checked is what is played. Agree the rule with speakers in writing.
What if a speaker insists on using their own laptop?
Agree the arrangement with the AV supplier beforehand, note it in the register, and test the connection at rehearsal. See screen requirements.
Related resources
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