Rancho Production
Event Production Requirements
Preparing content for an event should be simple. Start with the three items below, then open only the sections that apply to your event.
Start Here
Everyone needs to follow these three requirements.
Use Your Event Google Doc
Add all Production requests, changes, questions, links, and content information to the Google Doc assigned to your event.
Aim for 6 Weekdays Before
Whenever possible, provide your final content 6 weekdays before the event so there is time to test and troubleshoot.
Send Final Files
Production needs your finished video, audio, and slide files. We cannot present directly from third-party apps or websites.
Submitting your content 6 weekdays early gives you and Production time to test everything and fix issues without last-minute stress. If your schedule makes that impossible, send them as soon as you can. Less testing time can create more pressure for the event coordinator if something goes wrong.
Please use your assigned Google Doc instead of email for Production communication and requests.
Please fully review all student-created or student-selected videos, music, slides, and other content before submitting it to Production.
Choose your content
What are you using?
Open the section that matches the content you need for your event.
VideoVideos, YouTube downloads, and video file requirements
Video File Requirements
Your final video must be uploaded as one of these file types:
Need to Download a Video From the Web?
You can use ClipGrab to download supported online videos and save them as a file.
Streaming services: ClipGrab may not work with copyright-protected services such as Netflix. Production also cannot present directly from these streaming services.
Before You Upload
- Download or export the video.
- Make sure the file is .mp4, .mov, or .mpeg4.
- Watch the entire video.
- Trim anything you do not want played during the event.
- Upload the final video using the upload link at the bottom of your event Google Doc.
MusicBackground playlists, performances, and presentation music
Background Music
For casual music before or after your event, provide a Spotify playlist link.
Add the Spotify playlist link to your event Google Doc.
Music for a Presentation or Performance
If a specific song needs to play during a presentation, performance, walk-on, or another specific moment, please provide the actual audio file.
Need to Download Music From YouTube?
You can use ClipGrab. When saving the content, select MP3 as the output format.
When You're Finished
- Make sure you have the correct song.
- Listen to the file before submitting it.
- Save it with a clear file name.
- Upload the final MP3 using the upload link at the bottom of your event Google Doc.
If the music plays at a specific point during your presentation, follow the instructions in the Presentation section below.
Presentations & SlidesPowerPoint, Keynote, Google Slides, video, and audio
Send Your Final Slides as Images
You can create your presentation in PowerPoint, Keynote, or Google Slides.
Production needs the final slides exported as individual image files. Please do not submit the original presentation expecting Production to present directly from it.
Why Images?
Fonts, layouts, animations, media, and formatting can change when a presentation is opened on another computer. Exporting the slides as images makes sure your presentation looks the way you intended.
Using PowerPoint?
- Finish your entire presentation.
- Export every slide as an image.
- Review every exported image.
- Put all slide images into one folder.
- Upload the folder using the upload link in your event Google Doc.
Using Keynote?
- Finish your entire presentation.
- Export your slides as images.
- Review every exported image.
- Put all slide images into one folder.
- Upload the folder using the upload link in your event Google Doc.
Using Google Slides?
Google Slides is okay for creating your presentation. Production cannot present directly from Google Slides.
- Finish your presentation in Google Slides.
- Download the presentation as a PowerPoint .pptx file.
- Open the downloaded file in PowerPoint or Keynote.
- Export every slide as an image.
- Review every exported image.
- Put all slide images into one folder.
- Upload the folder using the upload link in your event Google Doc.
Using Video or Music in Your Presentation?
Videos and music will not be included when your slides are exported as images. Upload those files separately.
Leave a blank slide at the point where the video or music should play. Type the exact file name on that slide.
Welcome-Video.mp4
Walk-On-Music.mp3
Then upload the video or audio file separately using the upload link in your event Google Doc.
Need Graphics or Slides Created?Who to contact for design and marketing requests
Production Does Not Create Event Graphics
The Production Department does not create presentation slides or graphics.
For major Rancho-specific events, please contact the MarCom team for marketing and graphic requests.
We have Media Guidelines.
Take a quick look before sending videos, music, slides, or graphics. The guidelines cover family-friendly content, respectful communication, copyright, licensing, privacy, and consent.
Final check
Before You Submit
Give everything one final check before sending it to Production.
Once your files are uploaded and your requests are added to the event Google Doc, our Production team will prepare and test your content. Files sent closer to the event leave less time to troubleshoot if something does not work.