IDS / EVENT PLANNING GUIDES

How to Prepare Content for an Event LED Screen

A presentation that looks correct on a laptop still needs a proper handover for the event screen. Confirm the playback arrangement before the designer exports final files. This checklist helps organisers coordinate the designer, presenter and technical team.

Agree the canvas first

Ask the technical team for the agreed content dimensions and layout. A wide central screen and separate side screens may need different assets. Do not assume every surface should show the same cropped file. Share a simple diagram identifying which content goes where, and ask who approves it.

Send a representative sample

Send a sample containing your smallest text, typical images and any video or animation. This gives the technical team something meaningful to check before the whole presentation is finished. Ask for the accepted file formats and playback requirements for the actual system; there is no single export setting that fits every event.

Make the message readable

Keep each slide focused on one idea. Remove detail that audiences will not be able to read from their seats. Review a sample from the expected viewing position during rehearsal. If the programme will be filmed, include the camera team in that review rather than judging only from a laptop.

Give every file a clear identity

Use a consistent naming pattern such as session-speaker-version-date. Put approved files in one clearly marked folder and keep working drafts elsewhere. Appoint one person to approve replacements. A last-minute file sent to several different chats is easy to miss or confuse with an older version.

Test the real sequence

Test the actual opening, presenter handovers, video playback and closing content. Confirm whether audio is required and who triggers each change. Agree a handover deadline and a process for late amendments. Keep an agreed backup copy available to the operator.

Before you send

Your handover should include the running order, approved files, screen layout, playback notes, responsible contact and any remaining changes. If you are unsure about export settings, ask before making the final render. IDS can discuss screen and event requirements with your organiser and content team.