IDS / EVENT PLANNING GUIDES

What to Include in a Permanent Display Project Brief

A permanent display project needs a plan for everyday use as well as installation. Explain what the system should do, who will use it and how content will be kept current.

Define the everyday purpose

Describe whether the display supports a reception area, meeting space, information point or another use. List the intended content and operating hours. Identify what users need to do during a normal day; this helps avoid specifying a system around one demonstration alone.

Describe the location

Share photographs and available drawings of the proposed position. Note audience positions, ambient light and access constraints. Ask the responsible technical team to review suitability and installation requirements. A reference image can communicate appearance, but it is not an installation specification.

Name the people who will operate it

Identify who turns the system on, selects content and handles routine updates. Explain whether those users are technical specialists or occasional operators. Ask for a demonstration of the proposed workflow before agreeing the final arrangement.

Plan content ownership

Decide who creates, approves and replaces content. Specify whether updates happen locally or through an agreed management system. Any remote access should be arranged with the organisation’s responsible IT team, with roles and access requirements clearly defined.

Agree handover and support

Request operating instructions, an asset list and training appropriate to the people using the system. Clarify the support scope, contact process and any maintenance arrangements in the proposal. Do not assume every ongoing service is included in the installation price.

Prepare the first discussion

Send IDS the location, intended use, operating hours, sample content, available drawings and target schedule. Include your IT or facilities contact where coordination is needed. Use the initial discussion to identify decisions and site checks required before a final proposal.