How to Host a Pecha Kucha

Hosting a PechaKucha

PechaKucha, which means “chitchat” in Japanese, is a presentation style designed to keep things quick, creative, and engaging. Each speaker gets 20 slides, with each slide auto-advancing after 20 seconds, resulting in a total presentation time of just 6 minutes and 40 seconds. This fast pace encourages storytellers to be concise, creative, and to the point—perfect for keeping the audience’s attention.

If you're thinking of hosting a PechaKucha event at Index, whether in person or online, this guide will help you through the process, from planning and recruiting presenters to running the show.

Planning Your Event

PechaKucha events thrive on organization and creativity, so get the basics in place early.

Choosing a Theme (Optional)

While a theme isn’t required, it can give your event a unique identity. You might choose something broad like “favorite fonts” or “hidden talents”, or go with a niche topic like “favorite urban” planning details in your city or personal social media algorithm deep-dive. A theme can help attract the right audience and give presenters a fun guideline to follow.

Setting a Date and Time

Give yourself enough time to plan and promote the event. With PechaKucha's short format, a typical event lasts 90-120 minutes and features 6-10 presenters. Choose a date and time that works for your presenters and audience, considering any time zone differences for virtual events.

Recruiting Presenters

Look for speakers through your network, social media, or local communities. If you have a theme in mind, mention it to attract aligned speakers. The key is to find storytellers who are passionate about their topics and comfortable keeping things concise. Encourage them to rehearse their timing, so they stay within the 6-minute, 40-second limit.

If you're planning an event at Index and need help gathering presenters, let us know—we’d love to help build your lineup!

Running the Event

With your presenters ready and your audience hyped, it’s time to make sure the event runs smoothly.

Pre-Event Setup

Arrive at Index early (or log in early for virtual events) to double-check that everything is ready. For in-person events, test the projector and sound system, and make sure the slides are set to auto-advance every 20 seconds. For virtual events, make sure screen-sharing is smooth, and confirm that presenters are comfortable using platforms like Zoom or Google Meet.

Ask your presenters to send their slides in advance to avoid any last-minute issues, and review them to ensure consistency. All decks should be hosted from a single device, especially if the event I hosted IRL.

Introducing the Event

Start the event with a quick introduction to PechaKucha. Explain the 20 x 20 format (20 slides, 20 seconds per slide) and why it works. This sets the stage for the audience and lets them know what to expect—a fun, fast-paced experience.

Running the Presentations

Once the presentations start, keep the energy high and transitions smooth. Introduce each presenter with a brief bio, then hand the stage over without delay. Remind the presenters to stick to the time limit to maintain the flow. The host will be the timekeeper if presentations aren't set to auto-play.

PechaKucha is meant to be casual and fun, so encourage creativity and make sure both the presenters and audience enjoy the process.

Wrapping Up and Encouraging Connection

Once all the presentations are done, it’s time for some community engagement.

Q&A or Group Discussion

If you have time, offer a brief Q&A session where the audience can ask presenters about their topics. Alternatively, let people mingle, whether that’s over refreshments at an in-person event or through virtual breakout rooms for an online event. PechaKucha events are about community, so make space for informal conversations and connections.

TL;DR – PechaKucha in a Nutshell

• Keep it fun and creative: PechaKucha presentations should be lively and engaging. Encourage presenters to be personal and experiment within the format.
• Stick to the format: The 20x20 rule is essential to keeping the energy high. Remind presenters to stay within those limits to keep things moving smoothly.
• Be well-prepared: Double-check the technical setup before the event to avoid any hiccups. Make sure slides are ready, auto-advance works, and sound systems are good to go.
• Engage your audience: Keep your audience involved through applause, Q&As, or post-event discussions. The more interaction, the better.

Hosting a PechaKucha event is an exciting way to encourage creativity, bring people together, and inspire storytelling. Whether you’re organizing it in person or online, PechaKucha’s unique format ensures that the event stays engaging from start to finish. With the right planning and execution, you’ll host a memorable event that leaves everyone looking forward to the next one. And if you ever need help setting it up at Index, just give us a shout—we're here to help!