Rancho Production

Guest Event Production Guide

Thanks for hosting your event with us. This page will help you prepare and send any videos, music, presentations, or other media our Production team will need for your event.

Let's Get You Ready

There are only three main things you need to do.

1

Prepare Your Final Files

Finish your videos, music, slides, and other media before sending them to us.

2

Upload to Dropbox

Use the Dropbox upload link provided to you by your Rancho contact to send us your files.

3

Send Everything Early

Please submit all Production content at least 6 weekdays before your event.

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Submitting Your Files

Open the Dropbox upload link that was provided to you and upload all of your final event files there.

If you cannot find your Dropbox upload link, contact Production below and we can help.

Need Help?

No worries. If you have questions about your files, presentation, media, or event setup, you can reach Rancho Production directly.

✉ Email Production Text Production Call Production

What Are You Sending?

Open only the sections that apply to your event.

▶ Video Videos, online video downloads, and file requirements

Video File Requirements

Please provide your final video as one of these file types:

.mp4 .mov .mpeg4

Need to Download a Video From the Web?

ClipGrab can download supported online videos and save them as a video file.

Download ClipGrab How to Download a Video
Before downloading online content

Please make sure you have permission to download and use the video. Protected streaming services may not allow videos to be downloaded.

Before You Upload Your Video

  1. Download or export your final video.
  2. Make sure it is .mp4, .mov, or .mpeg4.
  3. Watch the entire video from beginning to end.
  4. Trim out anything you do not want played during the event.
  5. Give the file a clear name.
  6. Upload the final video using your provided Dropbox upload link.
Helpful file name example

Welcome-Video.mp4

♪ Music Background playlists, performances, and presentation music

Background Music

If you would like casual music playing before or after your event, you can provide us with a Spotify playlist link.

Since a Spotify playlist is a web link instead of a file, please email the playlist link to:

Email Your Spotify Playlist

Music for a Presentation or Performance

If a specific song needs to play during a presentation, performance, walk-on, or another specific moment, please send us the actual audio file.

.mp3

Need to Download Audio From YouTube?

ClipGrab can save supported online video content as an MP3 audio file.

Download ClipGrab How to Download an MP3

Before You Upload Your Music

  1. Make sure you have the correct song and version.
  2. Listen to the entire audio file.
  3. Make sure the file is an MP3.
  4. Give the file a clear name.
  5. Upload the MP3 using your provided Dropbox upload link.
Helpful file name example

Walk-On-Music.mp3

▣ Presentations & Slides PowerPoint, Keynote, Google Slides, video, and music

Send Your Final Slides as Images

You can create your presentation using PowerPoint, Keynote, or Google Slides.

For the event, please send us your final slides exported as individual image files.

Why do we ask for images?

Presentations can look different when opened on another computer. Fonts, layouts, animations, and other formatting may change. Images help make sure your slides look exactly the way you intended.

Using PowerPoint?

  1. Finish your entire presentation.
  2. Export every slide as an image.
  3. Review every exported image.
  4. Put all of the slide images into one folder.
  5. Upload the folder using your provided Dropbox upload link.
PowerPoint Export Instructions

Using Keynote?

  1. Finish your entire presentation.
  2. Export your slides as images.
  3. Review every exported image.
  4. Put all of the slide images into one folder.
  5. Upload the folder using your provided Dropbox upload link.
Keynote Export Instructions

Using Google Slides?

Google Slides is completely fine for creating your presentation. We just need the finished presentation exported before your event.

  1. Finish your presentation in Google Slides.
  2. Download the presentation as a PowerPoint .pptx file.
  3. Open the downloaded file in PowerPoint or Keynote.
  4. Export every slide as an image.
  5. Review every exported image.
  6. Put all of the slide images into one folder.
  7. Upload the folder using your provided Dropbox upload link.
Google Slides Help Export With PowerPoint Export With Keynote

Using Video or Music in Your Presentation?

Videos and music will not be included with the slide images. Please upload those files separately.

Show us exactly where each file should play.

Leave a blank slide at the point where you want us to play the video or music. Type the exact file name on that slide.

Example PLAY VIDEO
Welcome-Video.mp4
Example PLAY MUSIC
Walk-On-Music.mp3

Upload the matching video or audio file separately through your Dropbox upload link.

Before You Submit

A quick final check helps us make sure everything is ready for your event.

  • Your slides are completely finished.
  • Every exported slide image has been reviewed.
  • Your videos have been watched from beginning to end.
  • Your videos are trimmed to what you want played.
  • Your audio files have been checked.
  • Your files have clear names.
  • Videos and music used in presentations are uploaded separately.
  • Your slides clearly show where videos and music should play.
  • Everything has been uploaded using your provided Dropbox link.
  • Everything is submitted at least 6 weekdays before your event.

That's It!

Once your files are uploaded, our Production team will prepare and test your content for the event. If we have any questions about your files, we'll reach out.

Email Production Text Production Call Production