# Event digital signage: editable content and playback worksheet

**Language:** English. Make a reviewed copy for every language you publish. This worksheet is an internal working record, not a public safety or emergency plan. Confirm venue and programme facts with their named owners before publication. Replace the examples and blank cells; remove unused rows.

## 1. Event and publication owners

| Field | Confirmed value |
| --- | --- |
| Event edition, dates and venue |  |
| Local time zone and system clock checked by |  |
| Programme source owner and version |  |
| Venue room/route name approver |  |
| Screen/AV operator and backup contact |  |
| Onsite playback reviewer and handover contact |  |
| Current public programme/page URL |  |
| Venue plan contact for instructions outside this content workflow |  |

## 2. Approved fact sources

| Source ID | Fact or wording controlled | Document/URL and version | Owner/approver | Approved on | Review again by |
| --- | --- | --- | --- | --- | --- |
| SRC-01 | Event date, programme and local times |  |  |  |  |
| SRC-02 | Room names, entrance names and routes |  |  |  |  |
| SRC-03 | Registration and badge instructions |  |  |  |  |
| SRC-04 | Confirmed sponsor display commitment/assets |  |  |  |  |

If two sources disagree, record the discrepancy and obtain a decision. Do not use a draft row as the display copy.

## 3. Screen inventory and content card

Create **one row per screen ID and time block**, even if two screens use the same asset. Keep the exact public copy in a linked content card or file; the matrix points to that version. "Pushed" means the operator completed the platform's publication step; "observed" means a person checked the physical display.

| Screen ID / physical zone | Audience question and primary message | Approved source ID, link/version | Date and local time block | Asset/layout ID and language | Content version and editor | Approver / approved at | Assigned and pushed at / by | Observed on screen at / by | Approved fallback / owner |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| ARR-01 / arrival | Which event and where is check-in? | SRC-01 + SRC-03 /  |  |  |  |  |  |  |  |
| ROOM-01 / session room | What is happening here now and next? | SRC-01 + SRC-02 /  |  |  |  |  |  |  |  |
| EXIT-01 / exit | What confirmed next step applies at close? |  |  |  |  |  |  |  |  |

### Content-card fields for each matrix row

- **Exact display copy:** [Headline; supporting time, place and action; nothing unapproved.]
- **QR/link destination, if any:** [URL, owner, tested on, validity end. The on-screen answer must remain understandable without scanning.]
- **Rotation position and dwell time:** [Which slide, how long visible, maximum wait to see the essential message.]
- **Layout and hardware specification:** [Screen ratio, orientation, delivery format and venue/AV-approved limits.]
- **Expiry or next state:** [Which version follows and who confirms the switch.]
- **Public cross-check:** [Website/programme/staff-script wording or URL that must agree.]
- **Open question and owner:** [Keep unresolved facts out of public playback.]

## 4. Timed release and rehearsal

| Transition | Local date/time | Current version → next version | Screen IDs / zones | Who switches or approves | Real-device rehearsal result | Correction and retest |
| --- | --- | --- | --- | --- | --- | --- |
| Doors open |  |  |  |  |  |  |
| Session boundary |  |  |  |  |  |  |
| Break |  |  |  |  |  |  |
| Closing |  |  |  |  |  |  |
| Return to venue / post-event |  |  |  |  |  |  |

Record the default/filler state for an unassigned time block. Verify platform behavior with the AV supplier; do not assume an uploaded or saved item has reached a screen.

## 5. Physical-screen QA

- [ ] Screen ID and physical location match the matrix.
- [ ] Correct date, local time block, programme names and room names appear.
- [ ] Orientation, crop, visibility from the visitor's position and event lighting are acceptable.
- [ ] Text is readable at the intended distance; color is not the sole signal of a change.
- [ ] A full rotation has been observed where a playlist is used; practical instructions do not disappear in a long loop.
- [ ] Optional QR/link destinations open the approved, current page on a phone.
- [ ] Every distinct zone and unique screen assignment has an observed result, not only a dashboard status.
- [ ] The public event page, programme and staff script use the same approved facts.
- [ ] Each published language has been checked against the same approved names, times and actions.
- [ ] The intended expiry and next state were tested on a device.

## 6. Live change and defect log

| Change/defect ID | Old content or expected state | New approved content or observed fault | Source/approver and effective time | Affected screen IDs and other channels | New version; assigned/pushed at | Observed/retested at and by | Open owner / resolution |
| --- | --- | --- | --- | --- | --- | --- | --- |
|  |  |  |  |  |  |  |  |

For a late change, list each affected device and public channel. Record when the old version disappeared from the real screen. A website update does not itself update a venue display.

## 7. Fallback and handover

| Screen/zone | If content is stale or display unavailable | Venue-approved fallback and valid fact source | Who activates and observes it | Return-to-normal condition | Next shift informed at |
| --- | --- | --- | --- | --- | --- |
|  |  |  |  |  |  |

Ask the AV/venue team what the selected equipment plays without a connection and whether web-based elements still load. Keep the venue's separate approved procedures and authorized contacts for critical instructions. At close, record the agreed screen state, hand control back to the venue where required, and archive approved versions with the change and defect logs.