1. Define the presentation’s scope and where it will be used
First, confirm with the event coordinator which part of the ceremony the presentation will be used for and what information will appear on screen. Will it be shown only at the opening, introduce speakers, include graduate names, or follow the program throughout the ceremony? These choices affect the number and content of the slides. Don’t begin designing until you have collected the approved program, verified name spellings and titles, and gathered the images to be used. Mark information that has not yet been verified in the draft; don’t present it as confirmed.
Also distinguish the host’s script from the slide content. Slides can help the audience follow the ceremony; there is no need to put every sentence the host will say on screen. Deciding in advance which types of information to include and where transitions will occur can help reduce the risk of slides that don’t match the program.
2. Build a slide plan from the approved ceremony sequence
Arrange the slides according to the institution’s current program. A useful draft might include a title slide, a brief welcome, the program, speaker introductions if needed, the graduate section as determined by the institution, and a closing slide. This is not a required sequence: if the ceremony coordinator has arranged the program differently, the presentation should follow that sequence.
For example, Caldwell Community College & Technical Institute’s 2026 ceremony page lists different ceremony times, program sections, and instructions for attendees separately. Blinn College District’s 2026 graduation page also identifies sequence sections and coordinators for each ceremony day. These are not programs for your event; they are examples of how program information can be organized. Confirm the date, time, speakers, and ceremony sequence with your own organizer.
3. Check the text, graduate names, and images
Give each slide one main purpose. On a program slide, include the headings and sequence information the audience needs to follow along; on a speaker slide, use the approved name and title. Rather than squeezing a long program or graduate list onto one slide in tiny text, discuss with the organizer whether to divide the content or leave the list out.
If you include graduate names, use the current, approved list. Don’t guess at the spelling of a name you’re unsure about; ask an authorized person. For photos, verify that each image matches the person and that permission has been granted for its use. If any of these details are uncertain, leaving the image out is the safer editorial choice.
4. Plan the visual layout and presentation method
Use a consistent font, color palette, and heading style throughout the presentation. Keep text as brief as possible and check that it is readable on the screen at the ceremony venue. If necessary, divide lengthy content or simplify the layout; don’t shrink the text just to fit all the information onto one slide. As a practical choice, use animation and transitions only to an extent that doesn’t make it difficult for the audience to follow the content.
If the presentation is being prepared in an application, don’t confuse the editing screen with the presentation view the audience will see. For example, Google Slides’ official help describes separately how to start a slideshow in full screen and open presenter view; it also notes that speaker notes appear in the presenter-facing view, not in the presentation (help with presentation view, help with screen readers and speaker notes). This information is specific to Google Slides; don’t assume other applications have the same menus or behavior. Check the current presentation options in the application you plan to use and the venue’s display setup in advance.
5. Fictional example: a six-slide high school ceremony
The example below is entirely fictional. The draft prepared for “Denizkent High School, 2026 Graduation Ceremony” does not provide information about a real program or real people:
- Slide 1: “Denizkent High School — 2026 Graduation Ceremony” and the date confirmed by the organizer.
- Slide 2: A brief “Welcome” message; if needed, approved directions within the venue.
- Slide 3: Opening, the principal’s speech, diplomas, and closing. If the actual program differs, don’t use this example sequence.
- Slide 4: The speaker’s approved name and title.
- Slide 5: If the institution has approved displaying graduate names, names from the verified list in a readable layout. If the list is long, don’t try to fit it all on one slide.
- Slide 6: Thanks and only verified information about a gathering after the ceremony.
In the draft, note next to each item what source will be used to verify it, such as the program coordinator or approved graduate list. Before finalizing the presentation, compare the slides with these sources and remove any working notes that should not be shown to the audience.
6. Approval, rehearsal, and final file
Send the text draft and slide order for approval first. Verify information that could lead to errors, such as names, titles, and program details, before finishing the design. Then add the images; open the latest version and review the text, images, and slide order. If possible, check the presentation in the setup in which it will be shown. The fact that a file opens does not, by itself, mean that its content and appearance are correct.
Confirm the delivery format and display setup with the organizer; don’t assume that a file type will look the same on every device or in every application. If you’re using Google Slides, its official help lists options to download a PDF or PPTX from the presentation toolbar; this does not indicate what options are available in other applications. Before delivery, confirm which format is accepted and whether the final file opens. If the program changes, review all the slides again to make sure no outdated times, speakers, or sequence information remain. Clearly identify which version is final and keep a copy.
7. Final checklist and frequently asked questions
Before the presentation, check the following:
- The institution name, date, speaker names, and titles match the approved information.
- The program and graduate list are current; the slide order follows the ceremony sequence.
- The match between each photo and the person, and permission to use it, have been verified.
- Text is readable under the presentation conditions; unnecessary details have been removed.
- The display setup and delivery format have been confirmed with the organizer.
- The final version is clearly identified and a copy has been kept.
Should every graduate’s name be included on the slides?
This depends on the institution’s ceremony arrangements. If you display names, use the approved list and check readability. If the list has not been approved, don’t guess at names and add them; ask what method the institution prefers.
Is a particular application or equipment required for the presentation?
That depends on the event’s display setup. Don’t assume there is a general requirement for an application, device, or particular file format. Ask the organizer which file and presentation method are accepted, and check the current help for the application you plan to use.
For other types of celebrations, you can also read the guides to creating a presentation for a retirement party and creating a student council campaign presentation.
← Back to blog
