Video · Software guide
ProPresenter: media, playlists and presentation destinations
Organize the presentation’s videos and slides, then define what the audience and speaker each need to see. This guide references ProPresenter 21, release 21.4/21.4.2, and the official playlist and screen documentation. Record the event workstation’s system, build and license; review any features from a later beta separately.
Organize the order and preserve resources
You can bring presentations from different libraries into one playlist. Use recognizable names, speaker order and approval references. Before editing a version for one room, check whether other items reference the same content.
Collect the video, audio and fonts the project needs, and record how they transfer with the content. Keep a preparation copy separate from the active workspace. On the receiving computer, also check the media, accounts and required licenses, even if the playlist is already organized.
Choose Audience and Stage around their content
In Screens → Configure Screens, identify each screen and its destination: Audience for public content and Stage for speaker or operator references. You can use a Placeholder to prepare the setup without a connected output; then connect the intended destination and verify the physical signal.
Define each screen’s resolution and destination in the rehearsal copy. Distinguish duplicating one picture from generating independent content. Check how many outputs the workstation and planned signal path can support; adding screens to the diagram does not increase that capacity.
| Proposed destination | Content to check |
|---|---|
| Audience | Slides and media approved for public viewing. |
| Speaker Stage | Required text, next slide or notes, readable. |
| Operator | State and references needed to run the sequence. |
Check layers and layouts before triggering media
Looks selects the layers shown on each Audience screen. It does not replace the Stage layout editor. If one screen shows different text, review its Look and alternate theme before changing the author’s deck.
A Stage layout can include current and next text, notes or a screen preview. Agree on what the speaker needs and check readability from their position on stage, as well as reviewing the operator thumbnail.
Library + media → playlist → Audience layers/Looks + Stage layout
Checks that separate content from output
Play a sample and listen through the agreed audio output, as well as checking the visible layers. If the workstation’s system or build has changed, repeat the sensitive checks before using the new copy.
- Thumbnail present but video missing? Check the resource on that workstation and play an authorized sample through the planned sequence.
- Audience retains an old picture? Compare destination, Look layers and actions that may send content only to Stage. Check the return to Audience too.
- Wrong notes or text on Stage? Review the applied layout and text source in Stage. Audience Looks control the layers shown to the public; check those separately.
Opening, talk and break: prepare the sequence
Example workflow: a meeting alternates an opening video, talk slides and a break while the speaker uses notes. Prepare the playlist, an Audience Look and a Stage layout. Run a sample that covers video playback and the return to slides.
If a conventional deck with notes is enough, compare PowerPoint or Keynote before adding complexity. Any import needs a visual and media review in the destination application.
- Record the platform-specific version, resources, playlist and destinations.
- Check each change, sound, video ending and return to audience content.
- Preserve the approved copy and pending-item list for later changes.