How to Prepare Your Script for a Teleprompter

A well-prepared script makes teleprompter delivery dramatically easier. After formatting thousands of scripts for speakers at venues across New York—from Manhattan boardrooms to Buffalo convention centers to Albany government events—we've learned what works and what creates problems.

Follow these guidelines to prepare scripts that read naturally and help talent deliver their best performance.

Write for the Ear, Not the Eye

Teleprompter scripts are heard, not read. This fundamental difference shapes everything about how you should write:

• Use conversational language: Write how people talk, not how they write
• Keep sentences short: Long sentences are hard to deliver naturally
• Avoid complex punctuation: Semicolons and em-dashes create delivery confusion
• Read it aloud: If it sounds awkward spoken, rewrite it

Formatting Best Practices

Use ALL CAPS or Large Font

Most teleprompter operators display scripts in all capitals or very large fonts for readability. Write in whatever format is comfortable, but know your text will likely be converted to caps.

Avoid Special Formatting

Bold, italic, underline, and colored text often don't transfer to teleprompter software. Use plain text. If you need to indicate emphasis, write "(EMPHASIS)" before the word or phrase.

Break Into Short Paragraphs

Large blocks of text are hard to track on a teleprompter. Break content into small paragraphs—2-3 sentences maximum. White space helps readers keep their place.

Use Phonetic Spellings

For names, technical terms, or foreign words that might be mispronounced, include phonetic pronunciation in parentheses: "The borough of Schenectady (skeh-NEK-tuh-dee) announced..." This is especially important for New York's many diverse neighborhoods and locations.

Structure for Natural Delivery

Include Breath Points

Mark natural pause points with ellipses (...) or [PAUSE]. Readers need to breathe, and pauses create emphasis.

Indicate Transitions

Use clear markers when topics shift: [NEW TOPIC], [TRANSITION], or simply leave extra space. This helps readers mentally prepare for content changes.

Number Your Sections

For longer scripts, numbered sections help both the reader and operator track position and make it easier to jump to specific points if needed.

Numbers, Dates, and Technical Content

• Spell out numbers: Write "two hundred fifty thousand" not "250,000"
• Write dates in full: "January fifteenth, twenty twenty-six" not "1/15/26"
• Avoid abbreviations: Write "versus" not "vs." and "approximately" not "approx."
• Simplify statistics: Round numbers when precision isn't critical

Timing Your Script

A typical speaking pace is about 150 words per minute. Use this to estimate run time:

• 300 words ≈ 2 minutes
• 750 words ≈ 5 minutes
• 1,500 words ≈ 10 minutes

Build in extra time for pauses, applause breaks, and natural variation in pace.

What File Format to Use

Most teleprompter operators can work with:

• Microsoft Word (.docx)
• Plain text (.txt)
• PDF (though editing is limited)
• Google Docs (shared link)

When in doubt, plain text is safest—formatting can't get corrupted if there isn't any.

Last-Minute Changes

Scripts often change right up to showtime. Whether you're at Javits Center in NYC, the Buffalo Niagara Convention Center, or the Empire State Plaza in Albany, last-minute revisions happen. To make updates easier:

• Use clear version numbering: "Script_v3_FINAL.docx"
• Track changes or use different colors for revisions
• Send a clean final version before the event
• Designate one person to communicate changes to the operator

Common Script Problems We See

Run-On Sentences

If a sentence has multiple commas and clauses, it's too long for comfortable delivery. Break it up.

Corporate Jargon

Business-speak that works in documents often sounds terrible spoken aloud. "Leverage synergies" should become "work together."

Too Much Information

Teleprompter delivery is slower than reading. Scripts that look short on paper can feel endless when delivered. Edit ruthlessly.

Missing Pronunciations

Don't assume talent knows how to pronounce every name or term. When in doubt, include pronunciation guides—especially for New York locations like Poughkeepsie (puh-KIP-see) or Schenectady.

New York-Specific Considerations

When preparing scripts for New York events, keep these local factors in mind:

• Fast-paced audiences: New York audiences often prefer a slightly quicker delivery pace
• Diverse venues: From intimate Manhattan studios to massive convention centers, script length should match the venue format
• Financial and media industries: Scripts for Wall Street or broadcast clients often require precise timing and technical accuracy
• Government and nonprofit events: Albany events may require formal language and careful attention to titles and protocols