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How to setup a digital signage network for your event

The combinations of digital signage and events are endless! Here’s how to bring the two together.

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Events are a great opportunity to show off your stuff to possible customers; they are fun, offer a change of scenery from offices and online communications, and get your target audience in an environment where they can fully experience your brand.

So it’s no surprise that corporate event organizers are looking at new ways to incorporate new technology into their events. The last few events we’ve been to? Seriously savvy when it came to the technology on offer. 

The top of the list are digital signage solutions and a variety of interactive technology options. You'll see these incorporated industry-wide with exhibitors who are keen to add digital signage, social media feeds and AV booth displays.

If you're looking to capitalize on this growing trend and incorporate digital signage into your events, this article is for you. We'll discuss everything you need to know: using digital displays run by a content management system; the hardware and software components you'll need to put in place; tips and best practices for success.

Whether you're organizing sporting events, business conferences or trade shows, keep reading to see how digital signage can help.

Understanding digital signage for events

Want to hear something great? Digital signage doesn’t need a big budget! It's effectively the practice of getting content up onto screens, which means you can use any screens you like (that's the hardware.) You'll also need a digital signage solution to manage all your content across these screens, and that's where the software comes in.

Let's take them one by one.

Digital signage hardware

Digital signage hardware isn't complicated to get. If you have some TVs left over from a previous conference or event, or your AV supplier is willing to contract you some to use, or even if you have Android TVs, you’re ready to go.

All you'll need is to download your digital signage solution ScreenCloud from Google Play to get started. If you don’t have an Android TV then you can make your regular TV smart by adding a media dongle instead, which you can buy for around $20.

For a little more, you can get a purpose built digital signage ready media player like our ScreenCloud OS device, the Station P1 Pro. The Station P1 Pro is commercially built with an aluminum chassis to easily dissipate heat, and it comes with more security and faster deployment options. For more help, use our hardware selector if you need help deciding what to buy. 

Of course if you have a huge budget for fancy tech such as an LED wall or seamless video screen, you could use this for your digital signage display as well or mix it up and use both types!

Digital signage software

Now down to the software. Just like with hardware, you don’t have to break the bank or get in specialist IT teams to manage your digital signage software. We’re firm believers that digital signage belongs with marketing. That's why our event digital signage system is incredibly easy to set up; all you need are a few minutes.

Setting up digital signage for events step by step

Here’s how it works in a few simple steps:

1. Download the ScreenCloud app

Where you download from will depend which hardware you are using, but here are some of the app stores where you can find the ScreenCloud app hanging out:

  • Google Play (from your Android TV, tablet or Chromecast with Google TV)
  • Amazon App Store (if you’re using the Amazon Fire TV Stick 4K or another Amazon product)
  • Chrome store (from desktop or Chromebox)
  • iOS app (for iPads and iPhones)

2. Pair up your screens

Once you’ve downloaded your ScreenCloud app of choice, you’ll see a pairing code that looks like the below.

connect your ScreenCloud digital signage to control your digital display

To use this, head to the ScreenCloud website and set up your free account. You get 14 days for free following which, you’ll only pay $20 per month, per screen. No contract or commitment if you decide to switch off access once your event has ended.

Once signed up, you’ll see a page that asks you to ‘add screen’. Hit that, enter your pairing code and that’s it! For multiple screens you can simply repeat the process, adding all of your event screens to the same account to be managed anytime, from anywhere. 

ScreenCloud is the perfect solution for digital signage at events

Types of digital signage for events to consider

We've already discussed one of the most common digital displays you'll see at events - LED and TV screens. But that's just the beginning. Here are some other types of digital signage you could leverage:

  • Interactive kiosks: These are usually touchscreen and they allow attendees to interact with content, access maps, view schedules, and gather additional information about the event.
  • Video walls: These are multiple displays arranged in a grid to create a large, visually impactful screen. They often showcase high-resolution images, videos, or dynamic content.
  • Digital posters: Digital posters are standalone displays that can be placed throughout the event venue to share information, promotional content, and event updates.
  • Wayfinding displays: Digital wayfinding displays help attendees navigate the event venue by providing interactive maps and directions. These are very common in large venues or events with multiple locations.
  • Social media walls: Social media walls display live feeds of event-related posts from social media platforms like Twitter, Instagram, or Facebook. This encourages attendees to engage on social media and promotes the event online.
  • Digital menus: In events with catering or food vendors, you'll find these used to display food and beverage options, prices, and any special promotions.
  • Ticker Displays: These are interactive digital signage that feature scrolling text used to convey real-time updates, news, or important announcements. You'll often find them at eye level in high-traffic areas.

How to setup a digital signage content strategy for your event

Now on to the most important bit -- your digital signage content and marketing strategy. Despite the months, sometimes years, of hard work that goes into them, events often feel like a fleeting moment. Making a big impression on everyone involved is key and event digital signage can help.

Firstly, because screens attract attention .We naturally turn to screens as sources of information, showing us highlights, images and useful content that we want to see. Secondly, they anchor every important part of your event into one easy-to-view, accessible network, from keynote speaker times, to social feeds and press announcements.

So how do you go about creating a content strategy that fulfills the task of informing your audience, keeping them engaged, and helping speakers deliver an excellent presentation?

1. Create content that matters to your event audience

Digital signage is a canvas you can use to provide information that your audience really cares about. We all love seeing our face or work up on the big screen, so there’s that element. But there's more. See, you can share the content of your exhibitors or visitors, helping to give them additional exposure, encourage social activity and raise awareness of event initiatives and sub-campaigns. 

This is also a great place to mention that you may want to create a separate goal for your content strategy, whether that's to highlight sponsors or simply to support the event. You can then tailor your content in a way that will resonate with the audience, while also informing them or promoting your sponsors.

2. Increase audience participation with interactive elements

Ever held an event or been to one and wished that the audience were more interactive? Digital signage is a low-key, yet effective way to gain that additional level of interaction on top of the event itself.

One highly effective idea is incorporating QR codes for easy access to additional information. Or, you could also do interactive polls and games with prizes that participants can complete on their phones.

Digital screens enable you to use pictures and videos in a way that really promotes attendees to interact with your content and each other.

3. Pay attention to branding consistency

Event digital signage is often the first point of contact attendees will have with your brand. You want to ensure that everything from your logo and brand colors to your overall messaging reflects perfectly in the messages displayed.

It's also a good idea to pay attention to how the overall visuals tie in with your brand. Does it reflect the clarity and coherence you want associated with your brand?

4. Pick prime locations

It's essential to pick the best spots for your event digital signage. The best locations are:

  • Entrance and registration areas
  • Networking and lounge areas
  • Main event spaces
  • High-traffic walkways
  • Food and beverage areas
  • Queue lines and waiting areas

These maximize visibility and ensure that attendees come across the screen at least once during the event.

5. Provide event information and notices

Unlike static signs and room schedules which become out of date almost as soon as they’re printed, digital signs can be kept fresh at all times. Use this to your advantage by keeping attendees updated with the changing schedules, rules and notices.

6. Incorporate live social media event feeds

Your event delegates will turn to social media to ask for help, give feedback and share their experiences without much encouragement. Events have naturally become a place where social interactions mirror physical ones, so why not capitalize on this with a digital signage social media feed?

using different media content for your event signage

Some of the social media apps we offer that make adding social media feeds to your event networks easy include:

  • SocialHub - beautiful social media dashboards combining all of your most important feeds into one, visually-pleasing display.
  • Strea.ma - a great app for creating a social media dashboard that looks great and works even better.
  • TINT - the guys at TINT are big fans of user generated content which is an essential part of making your event span far outside of the event walls, to online and beyond.
  • Gallery for Instagram - create image galleries from your event, top moments showreels and allow everyone to see what’s going on across all areas of the show.
  • Follow Us - a great way to alert everyone to the event hashtag, event handle and any other feeds that you’d like them to participate with.

Event digital signage success tips

Here are some of our insider tips on how you can use content throughout your event digital signage network. 

Test and troubleshoot

So far, we've talked about a ton of goals and objectives you can accomplish with digital signage. That's why it's very important to make sure everything goes without a hitch on D-day.

Test your setup thoroughly before the event. You'll want to check for compatibility issues, connectivity problems, and overall functionality. It's also a good idea to have a troubleshooting plan in place and be prepared to address any issues promptly during the event.

Don't forget to measure and gather feedback

Successful digital signage campaigns often involve data collection that can inform future efforts; they are super easy to set up too. Start by tracking metrics like content views, interactions, and engagement levels.

You can also gather feedback from attendees about the digital signage experience. This input can help you understand what worked well and identify areas for improvement in future events.

Maximize sponsorship and advertising

As well as providing event organizers with a powerful network for sharing information, digital signage screens offer great exposure. Wouldn’t your exhibitors enjoy more ways to reach their audience? To make connections with visitors that they may have missed on the tradeshow floor?

Digital signage offers a wealth of options for your sponsorship and advertising strategies. It allows your visitors to see relevant, exciting information while exhibitors and partners gain exposure to the right people at the right time.

Plan for scheduled and real time content

Our powerful scheduling and playlist tools mean that you can set content up to run alongside your day. Perhaps in the morning you have introductory messaging to welcome guests and give them everything they need to know for the day ahead. Then later, you add in social feeds as these start to become populated as well as evening events, notices and messages from your key sponsors.

Getting started with a great digital signage event network

Digital signage at its root is basic: screens and content. But its possibilities are endless. Within an event or tradeshow, digital signage can help make visitors and exhibitors more involved, provide information and increase social media interaction and general engagement.

ScreenCloud can help you set up your digital signage for events, giving you access to our wide range of tools and resources. Find out how by signing up for a demo today.

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