ECP Lectern · Speaker ready room

A speaker ready room where every deck is ready before the speaker walks on

We run the speaker ready room for your conference, backed by ECP Lectern, our presentation management software. Every speaker uploads to a private portal weeks ahead, every file is checked automatically, and the latest version lands on the show laptop in the right room. No email attachments, no USB sticks, no wrong deck on stage.

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The ECP Lectern presenter portal: a speaker's sessions, each with an intake form and an upload button
The ECP Lectern presenter portal (speaker name blurred).

What ECP Lectern does

  • Each speaker gets a private link to their own portal: no account, a two-minute tech intake, then upload
  • PowerPoint, Keynote or PDF up to 750 MB, with uploads that resume if hotel Wi-Fi drops
  • Every file checked automatically: virus scan, PDF backup, missing fonts, links and embedded media
  • Re-uploads any time with version history, and the latest deck pushed to each room's show laptop
  • An on-site tech check desk for walk-in files, and printed stage cue cards and signs

Done before: ICON 2026: speaker files for a four-day, five-room conference.

How a deck gets from the speaker to the screen

  1. 1

    Weeks before

    Every speaker gets a private link to their own portal. They answer a two-minute tech intake and upload their deck: no account, no email attachments.

  2. 2

    As files arrive

    Each file is checked automatically for viruses, missing fonts, broken links and embedded media, and a PDF backup is made. We follow up on anything that fails.

  3. 3

    On site

    Our speaker ready room and tech check desk take walk-in files and last-minute edits. The latest version goes to the show laptop in the speaker's room, with printed cue cards and signs.

  4. 4

    On stage

    The operator in each room already has the right deck queued, so the speaker walks up and starts. Our crew runs the screens, sound and stream in the same room.

The speaker ready room is part of our conference production: the same crew runs the AV in each room and streams the sessions into the ECP Live venue.

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Speaker ready room questions

What is a speaker ready room?

A speaker ready room is the room at a conference where presenters check, edit and hand over their slides before their session, with technicians on hand to fix fonts, video and formatting. It makes sure the deck on stage is the right version and plays correctly.

Do speakers need to create an account?

No. Each speaker gets a private link that opens their own portal, with their sessions listed and an upload button for each. Re-uploads replace the deck and keep the version history.

What file types and sizes can speakers upload?

PowerPoint, Keynote and PDF, up to 750 MB per file. Uploads resume on their own if the connection drops, which matters on hotel Wi-Fi.

What gets checked automatically?

Every file gets a virus scan, a PDF backup, and checks for missing fonts, links and embedded media. Problems are flagged before the speaker arrives, not when they are on stage.

How do the slides get to each session room?

The latest version of each deck is pushed to the show laptop in the room where that session happens, so the operator always has the current file. Walk-in changes at the tech check desk follow the same path.

Have you run this at a real conference?

Yes. ICON 2026 used ECP Lectern for speaker files across a four-day, five-room conference.

Many speakers, many rooms?

Tell us how many sessions and rooms you're running. Personal reply within 1 business day; written plan and quote within 2 to 3 business days of a planning call.

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