1. Describe the audience and the occasion.
Start with the real situation: a distributor meeting, an industry conference, a product launch or a corporate introduction. State who will be in the room, what they already know and what they should understand by the end. Include the speaking time and the language the speaker and audience will use.
Write one sentence describing the presentation’s main job. For example: explain how a new storage system fits an existing commercial installation. This makes it easier to choose the evidence and remove information that belongs in a technical appendix or a follow-up document.
2. Share source material and identify what is approved.
Provide the draft deck or script, brand guidelines, logos, product images, diagrams and approved facts. Mark materials as approved, provisional or reference-only. If different departments own different figures, name the owner and the date by which the information will be ready.
For technical content, explain the terminology and the relationships that the audience must understand. A diagram can only be accurate when its inputs are clear. Translation, terminology review and technical approval should have explicit owners; they should not be assumed to happen automatically during slide design.
3. Define the production and playback environment.
Specify PowerPoint or Apple Keynote, the version in use, the playback computer and the people who will edit the final file. Ask the event team for the screen ratio and resolution. Include audio, video, internet availability and the presenter-control arrangement when relevant.
The Streamax corporate example uses panoramic compositions, while the Roborock presentation brings company and product information into a corporate deck. Those are useful references for different design problems. Share the qualities you want to discuss, rather than asking another project to be copied wholesale.
4. Agree who can approve each stage.
Name a main contact and identify the content, brand and technical approvers. Agree when they will review the outline, representative slides and complete deck. Collect comments into one version so the team can distinguish a factual correction from a preference or a new request.
Flag immovable deadlines such as rehearsal, venue testing and the event itself. The delivery date should leave room for agreed playback checks. A presentation that is visually approved may still need a technical pass on the actual show machine.
5. Make the delivery list explicit.
List the native presentation file, editable content, supporting media and exports you need. Explain what the team expects to update later. Production-source files for video or 3D assets should be discussed separately from the presentation file.
- Audience, occasion, speaking time and language.
- Main message and approved supporting evidence.
- Available files and missing inputs, with owners.
- Software, screen specification and playback setup.
- Review contacts, rehearsal and final deadline.
- Native file, editable elements, media and backup exports.
These six points are enough to start a scope discussion. Sensitive material can be handled after the team has agreed how it should be shared; the initial website enquiry only needs a concise project summary.