Presentation and Media Guidelines

Presentation, Media & Technical Guidelines

Prepare your content for IMMERSIVE X.

A great immersive session is easy to follow, comfortable to watch and reliable on the devices your audience uses. These guidelines will help you prepare slides, images, videos and 3D content for your session.

Start with the general recommendations below, then check the section for your platform. Media support can depend on the venue, account permissions and devices involved. Please coordinate any special media requirements with the IMMERSIVE X team well before the media submission deadline, so that your final files can be prepared accordingly.

Before you start Make sure your platform and venue are confirmed and and be aware of the supported devices for your session. Clarify with the IMMERSIVE X team who will upload and operate your media. Let us know early if your session includes a custom world, a custom avatar, interactive objects, 360° video or a live demonstration. For slides, use a 16:9 layout unless your venue requires another format. Keep a PDF backup and provide videos as separate files, even when they also appear in your slide deck. PDF exports do not preserve slide animations or embedded video playback.

Key dates

Submit your final media by October 16, 2026.

Your mandatory in-world rehearsal will take place between October 26 and November 6, 2026.

Please bring the same media, avatar and setup you intend to use during the festival.

Make your content easy to read

Use large text and simple layouts

Keep each slide focused on one idea. Use short statements and large visuals, with enough space between elements. Split dense slides into several simpler ones. Replace full-page screenshots with a crop of the area you want to discuss.

Choose a clear sans-serif typeface, such as Arial or Open Sans, in a regular or semibold weight. Avoid thin lettering, long passages in capitals and small footnotes. As a starting point for a standard widescreen slide deck, try body text of at least 32 pt and larger headings. This is a design recommendation, not a guarantee: the final screen size and viewing distance determine whether the text is readable.

Test your slides in the actual venue whenever possible, wearing a headset and viewing them from an audience position. Check the smallest essential text, including chart labels and captions. Headset legibility depends on the display, lenses, typeface and presentation conditions.

Microsoft guidance on text legibility

Balance contrast and brightness

We recommend a dark grey or muted dark background with light text. Avoid large, bright white surfaces and highly saturated red–blue combinations. Keep the background behind text simple and consistent.

Text should still stand out clearly. Do not reduce contrast until letters become difficult to distinguish. As a useful accessibility benchmark, aim for a text-to-background contrast ratio of at least 4.5:1, then check the result in the headset. Contrast and overall brightness are different considerations; a comfortable dark slide can still have clearly readable text.

Microsoft accessibility guidance on contrast

Use labels, shapes or patterns alongside colour to explain charts and highlight differences. Do not rely on colour alone to carry your message.

Choose clear images

One strong image often communicates more than several small ones. Use images that remain clear at presentation size, with clean edges and limited visual noise.

Check photographs, AI-generated images and textured backgrounds for fine grain, dense patterns and shimmering detail. If needed, reduce noise in the affected image before export. Keep text and diagrams sharp; do not blur the entire slide.

Place essential content within the main viewing area and leave generous margins. Avoid layouts that require the audience to keep turning their heads to read a single slide.

Prepare videos and audio

For ordinary 2D video, an MP4 file using H.264 video and AAC audio is a useful starting format. A 1920 × 1080 export at 30 fps is often sufficient for a presentation screen. These are preparation recommendations; follow your platform’s requirements and test the exported file before submission.

Provide each video separately with a clear filename, duration and playback cue. Tell us whether it should start automatically, loop or play at a specific point in your talk. Balance speech and music levels and check that the audience can hear the video without microphone echo.

For 360° or stereoscopic video, also specify the projection and layout, such as monoscopic 360°, side-by-side or top-and-bottom. Agree on the playback method before exporting. A standard flat video screen will not automatically provide an immersive 360° experience.

Use stable, deliberate camera movement and give viewers time to look around. Avoid rapid flashing and abrupt movement that fills the viewer’s field of vision. Add readable captions where practical and test their position in the intended player.

For streamed media, test the exact link with an audience account. A link that works for you may depend on your login, sharing permissions or regional availability. Confirm playback, sound, synchronisation and what happens when someone joins late.

Keep 3D content lightweight

Prepare models for real-time use. A model that looks good in a rendering application may be too demanding when combined with a room full of avatars, other objects and video playback.

Reduce unnecessary geometry and remove hidden details that do not contribute to the experience.
Keep the number of separate meshes and materials low. Use appropriately sized textures and remove unused assets.
Simplify collisions and physics. Limit animated objects, transparency, particles and dynamic lighting to what the session needs.
Check the model’s scale, orientation, textures and animations after import.
Load only the objects needed for the current part of the session, and test the complete scene on the least powerful device you intend to support.

File size alone does not establish performance. Geometry, textures and simultaneous activity all contribute to the workload; mobile VR requires particular care.

VRChat guidance on content optimisation

Follow the platform’s current asset specifications. Triangle counts, vertex counts and mesh counts measure different things and must not be treated as interchangeable. Where a maximum upload size is listed below, treat it as a ceiling rather than a target.

Guidelines for your platform

Choose the platform used for your session. Confirm the exact media workflow with the stage manager from the IMMERSIVE X Crew during your technical rehearsal.

VRChat

Presentations and videos.

For IMMERSIVE X sessions using an in-world video player, prepare your presentation as a video and agree on how it will be controlled. A video export has fixed timing unless the venue provides a suitable presentation-control system. VRChat supports URL-based players, including synchronised playback, but the player’s configuration and video host affect what works. VRChat video players.

Custom worlds, avatars and objects.

Prepare custom content through the VRChat SDK and the appropriate world or avatar workflow. Agree with the world creator how objects will be included and triggered. Content intended for standalone Quest users needs an appropriate Android version; a PC version alone is insufficient. Check the current SDK validation and avatar performance rating, and optimise for every supported device. Cross-platform setup and avatar performance ratings.

Before the rehearsal.

Send the world link and final media URLs. Test playback and permissions on both PC and standalone Quest where applicable, including an audience account joining after playback has started.

Foretell Reality

Presentations and videos.

Prepare slides as PDF files and videos as MP4 files. Foretell Reality supports both 2D and 360° media; agree on the intended viewing mode with the host. Foretell Reality media permissions.

3D objects.

Supply GLB files for objects to be made available in the session. The published upload limits are:

Media	File size limit	Additional specifications
PDF	15 MB	Static presentation pages
MP4 video	800 MB	Up to 4096 × 2160 pixels and 60 fps
GLB model	20 MB	Up to 150 separate meshes and 14,500 vertices
JPG or PNG image	10 MB	Check readability after upload

These limits come from the Foretell Reality upload guide. For a 360° export, keep the correct projection and aspect ratio within the supported resolution.

Before the rehearsal.

Have the files uploaded, assigned to the correct meeting and tested with the host. Confirm who has permission to show media and control objects.

ENGAGE

Presentations and videos. You can share your computer desktop or a specific application from the Windows or macOS app. Prepare the presentation window in advance and test video sound separately: sharing a picture does not automatically establish that audio is being transmitted. The documentation describes desktop audio sharing for Windows 11. ENGAGE desktop sharing.
Chroma-key video. Suitable screens can make a selected background colour transparent, allowing a filmed person or object to appear within the environment. Provide a clean, evenly lit background and test the key colour on the actual screen. Chroma-key screens.
3D objects. Use the IFX library or arrange the import of custom models. Custom import depends on Enterprise access and the available workflow. Confirm SDK or upload access with the host; do not assume every account can import its own files. Custom model options.
Before the rehearsal. Check sharing permissions, any account-based sharing limits, audio and control of the planned objects. Account features.

RAUM

Presentations and media. Prepare slides as PDF files. Websites, videos and 3D objects can also be part of the session. Agree on uploads and web access with the workspace host, then test your exact files and links in the venue.
3D objects. RAUM recommends GLB. Its specifications distinguish three common asset categories:
Asset categoryFile size ceilingPublished triangle specificationTexture resolution guidance
Symbols400 KB1,000No larger than 256 × 256
Models8,000 KB10,000No larger than 1024 × 1024
Scenes20,000 KB20,000Prefer 1024 × 1024; no larger than 2048 × 2048
Use simple object hierarchies and few materials. RAUM also advises against adding more than 20 models to a workspace because this can affect stability. These figures do not replace the remaining specifications for each asset category. RAUM asset specifications.
Before the rehearsal. Confirm the correct asset category, workspace permissions and media upload limits. Use the RAUM converter if helpful, then inspect the converted model in RAUM.

Asset category	File size ceiling	Published triangle specification	Texture resolution guidance
Symbols	400 KB	1,000	No larger than 256 × 256
Models	8,000 KB	10,000	No larger than 1024 × 1024
Scenes	20,000 KB	20,000	Prefer 1024 × 1024; no larger than 2048 × 2048

Second Life

Presentations. A practical route is to export slides as numbered PNG or JPG images and load them into a slide-show object. Keep the correct aspect ratio and check texture clarity at the intended viewing distance. Second Life presentation guide.
Websites and videos. Shared Media can display web content on object surfaces. Test the exact website or video source, media permissions and playback behaviour for several viewers. Do not assume that playback will be synchronised simply because the same page is visible. Second Life Shared Media.
3D objects. Mesh models use COLLADA (.dae). Prepare suitable levels of detail and a simple physics model; check the object’s Land Impact and the venue’s available capacity. Confirm permission to place, or “rez”, objects in the region. Mesh upload reference and mesh detail levels.
Before the rehearsal. Agree who will upload the slide textures, operate the presentation and place the objects.

Alterland

Presentations and videos. Alterland’s Drive supports PDF, MP4, JPG and PNG files that can be presented in virtual meeting spaces. The published FAQ lists 2 GB of storage per user and a maximum of 500 MB per file. These are storage limits, not recommended presentation sizes. Alterland FAQ.
Before the rehearsal. Upload your media to the correct account, confirm access in the meeting space and practise switching between documents and videos.

Arrival.Space

Presentations and media. Gates can display PDF and PPTX files, images, videos and embeddable websites. Video and document viewing can be synchronised. Check the relevant synchronisation and control settings so that the audience follows the presenter. Arrival.Space Gates FAQ.
Videos and 3D content. MP4 and MOV videos can also be placed on screens within the Space. Models and Gaussian splats can be added as spatial content; use a supported format such as GLB for mesh models and follow the relevant import guide. Video screens and 3D content.
Before the rehearsal. Test your final Space on the intended devices, including standalone headsets where applicable. Check document readability, website embedding, video sound and the combined performance of all objects. Confirm upload limits in your current account before preparing large assets.

Hubs

Presentations and media. Hubs supports PDF documents, images, video, audio, 3D models, webcam input and screen sharing. Export slides to PDF and prepare videos separately. Hubs media FAQ.
3D content and environments. Use optimised GLB/glTF assets and prepare custom scenes through the tools provided by your Hubs operator, such as Spoke. Keep textures and scene complexity modest for browser and headset users. Adding content in Spoke.
Your instance determines the details. Different Hubs operators may configure different upload limits, storage allowances and media permissions. Ask the presenter or instance administrator for the requirements of the actual server. Do not assume that a limit quoted for another Hubs service applies to your session.
Before the rehearsal. Test the room link, file uploads, media controls and playback from a guest account on the intended devices.

Resonite

Presentations and videos. Resonite can import PDFs and a wide range of media, including MP4 video. Prepare slides as PDF files and provide separate video files or tested media URLs. Supported formats.
3D objects and avatars. Models can be imported directly into the application; GLB/glTF are supported interchange formats. Objects and avatars then need to be configured for their intended use within Resonite. A Unity package does not automatically become a working Resonite asset. Model import and asset and avatar FAQ.
Before the rehearsal. Agree who will import, save and operate the assets. Check account storage, session permissions, synchronised presentation controls and performance with the full set of objects and avatars. Keep a simpler version of demanding content available.

Somnium Space

Custom worlds and objects. Somnium Space provides a Unity SDK for custom worlds, avatars and other content. The current world setup, supported components and available storage determine how your assets should be prepared. Somnium Space SDK documentation and world preparation.
Before the rehearsal. Confirm the exact venue, audience access and who can place and operate objects. Test the complete scene, including its lighting, collisions and interactive elements, with participants present.

VIVERSE

Presentations and media. In VIVERSE’s template-based world editor, you can add PDFs, images, audio, videos and 3D models, as well as supported external links. For a straightforward delivery, prepare a PDF and separate MP4 videos encoded with H.264. Test external video links: VIVERSE warns that YouTube playback may be unreliable. Supported media and VIVERSE file guidance.
File preparation. VIVERSE recommends PDFs and images of 10 MB or less, and videos and 3D objects of 50 MB or less. The same help page specifies that files uploaded through the web builder must be smaller than 157 MB. These figures apply to that workflow; they are not general limits for every VIVERSE publishing tool. Web builder specifications.
Before the rehearsal. Confirm which world editor or publishing workflow is being used. Test the complete world, presentation controls, sound and media access on the audience’s devices. For mesh objects, agree on an optimised GLB export.

VRExplorer

Spatial presentations. VRExplorer by VR2Planets is designed for collaborative exploration of 3D terrain and digital twins. The provider documents georeferenced data, point clouds, GLB and OBJ content, together with measurement, drawing and annotation tools. Plan your session around a prepared scene and a clear route through the content. VRExplorer capabilities.
Before the rehearsal. Check dataset preparation, upload allowances, scale, starting positions and shared access. Test loading and navigation on the actual audience devices, particularly when using large terrains or scans.

Rehearse with your final media

Test the complete session in the actual venue whenever possible. Use the files, links, avatar and device you intend to use during the festival, with someone checking the audience experience.

All essential text is readable from the audience area.
Brightness, colours and images are comfortable in the headset.
Slides and videos appear in the correct order and aspect ratio.
Video sound is audible, with no echo or competing audio.
Shared playback and presentation controls work for the audience.
3D objects load correctly and the session remains smooth with participants present.
The presenter and host know who advances slides, starts videos and introduces objects.
A backup PDF, images or a short demonstration video is ready if the primary media method fails.

Share your materials

Please submit all media you would like to use during your session by October 16, 2026, following the submission instructions provided by the IMMERSIVE X team. Media submitted after this deadline cannot be guaranteed for use during the festival.
Include the session title, platform, final files or links, and brief instructions for playing or placing each item. Mention any access restrictions or special setup requirements.
Use media and assets that you are authorised to present and share. Let the team know if recording or redistribution needs to be restricted.
If an unavoidable change is required after the rehearsal, please let the IMMERSIVE X team know before replacing or updating any material.

Platform guidance checked on 9 September 2026. Consult the linked documentation and confirm the requirements of your actual venue before final export.