Video is a versatile medium that can be tailored to serve various purposes from information delivery to storytelling, engagement to brand reinforcement, demonstrations to entertainment… I’m sure you get the picture. They're not just a bunch of moving images, in the event industry - they're the magic potion that brings life and energy to your gatherings.
Now there’s no denying that content is the backbone of a video, influencing its effectiveness, impact, and ability to resonate with your audience. Well-crafted content ensures that the video serves its intended purpose, whether it's to inform, entertain, persuade, or inspire. But before you start working on the storyboard of your next blockbuster – let’s take a step back and understand the basics of digital displays and some simple points you need to consider while planning your next event.
Decoding the jargon
When it comes to videos, there are three key ingredients to consider: Format, Resolution, and Aspect Ratio.
Every video clip you watch on your smartphone, television, tablet, or any digital display has a unique file format. You should select a file format based on the quality requirement of your video and consider how you intend to view it. For example, for use on social media, you should ideally select a browser-friendly format like MP4 or WEBM, while WMV would be your best bet for devices with a Windows OS or app.
For events, MP4 is our go-to. It’s the most prevalent video file format and it’s compatible with most devices. However, for larger-than-life displays, MOV is recommended as it stores higher quality video, audio, and effects – but these can be fairly large and difficult to handle on a content-heavy show – so be sure to check with your technical partner well in advance.
Resolution is all about clarity. It is in essence, the total number of pixels in a given video frame. The higher the resolution, the clearer and sharper the image.
However, it’s important to consider the device on which the video will be displayed. For your event, while a Full HD video (1080p) will be enough for a TV or digital signage, a larger-than-life video wall will truly come alive with an Ultra HD video (4k or 8k).
This is the proportion of width to height of the video. Think of it as the canvas size for your masterpiece. It's vital because it ensures your video fits perfectly on the screen.
With custom-sized LED screens used at events, nailing the aspect ratio is like tailoring a suit - it needs to fit just right. For instance, if you're using a widescreen LED, an aspect ratio of 16:9 would be ideal. However, in the event world, we often come across unique screen shapes and sizes. In such cases, custom videos might be the way to go. This way, you're not just showing a video; you're creating an immersive experience tailored to your event's personality.
Choose your canvas
Let’s run through the types of event displays, ways to set them up, and their impact on your pocket!
TV screens are a versatile choice for events, known for their high brightness and vibrant visuals. They come in various sizes from 24” to 80” and can be used for both indoor and outdoor events. Use high-resolution videos (at least 1080p) to ensure sharp and clear visuals. In India, renting a TV can range from ₹3,000 to ₹30,000 per day, depending on the size and location.
LED walls are composed of multiple individual LED panels arranged in a grid or mosaic. They create a larger-than-life visual impact, making them ideal for large-scale events and exhibitions. Create content that utilizes the entire display area or create a mosaic effect for stunning visuals. You can also plan content divided into sequences across the LED wall, creating a dynamic narrative. Renting an LED wall can start from ₹50,000 and go up based on size and configuration.
This innovative technology allows for the projection of visuals onto complex surfaces like buildings, stages, or objects. It creates an immersive and captivating experience for attendees. Projection mapping requires precise alignment with the physical space. Content is specifically designed to fit the contours and features of the chosen surface and 3D animation and visual effects are used to make the projection appear three-dimensional and interactive. While the technology for projection mapping can range from ₹1,00,000 to ₹10,00,000 or more, depending on the complexity and scale of the project – remember that you will have to invest a similar amount in developing customized content as well to truly harness the power of Projection Mapping.
Touchscreens provide an interactive way for attendees to engage with content. They can be used for presentations, product showcases, and interactive experiences. Design content with interactive elements that encourage attendees to engage with the screen, such as touchable buttons, menus, or interactive hotspots. Renting an interactive touchscreen typically starts from ₹30,000 per day.
Augmented Reality and Virtual Reality
AR and VR technologies offer immersive experiences that transport attendees to virtual environments or overlay digital content onto the real world. You will have to invest in creating 360-degree videos or 3D simulations that take full advantage of the immersive capabilities of AR and VR technologies. Costs can vary widely based on the complexity of the experience and therefore it’s best to get in touch with the experts to get a detailed quote based on your requirements.
Digital signage or LED standees include a range of display screens used for informational or promotional purposes. They can be strategically placed throughout the event venue to provide directions, showcase sponsors, or display dynamic content. Keep videos concise and focused on key information or calls to action. You could also consider a playlist of videos that rotate at intervals to keep the content fresh and engaging. Renting digital signages can start from as little as ₹10,000 per day depending on the location & duration of rental.
So there you have it, videos aren't just a part of your event; they can be the star of your show. With the right video magic, your events will leave a lasting impression. Just remember to check the audio & video quality, and make sure it's compatible with your setup before the show.
And lastly, please do not forget to do your tech rehearsal. As event managers, we’re always fighting time, but compromising on the technical dry run has the potential to undo all the good work you’ve put into your event.