How to Use Digital Signage for Your Next Event

What if the key to transforming your event into something truly memorable was right in front of you, yet often overlooked? We’ve all been to events where the schedule was unclear, or where information got lost in the shuffle. Attendees wandered, unsure of where to go next, or missed important announcements altogether. It’s frustrating, and it can make even the best-planned event feel chaotic.

Now, what if you could fix all of that with one simple tool? A tool that not only keeps everything organized but also engages your audience at every turn. Enter digital signage.

With the right setup, digital signage can turn any event—whether a trade show, conference, concert, or wedding—into a seamless experience. From wayfinding and real-time updates to interactive content, it’s a game-changer for keeping your audience informed and entertained.

In this article, we’re going to cover:

• How digital signage improves communication at events
• Creative ways to use digital displays for announcements
• Streamlining navigation and enhancing wayfinding
• Engaging attendees with interactive content
• Integrating sponsor messages and advertisements
• Best practices for installing and managing signage

If you’ve ever struggled to keep your event organized and your attendees engaged, this guide will show you exactly how to use digital signage to take control and elevate your next event. Let’s get started.

How Digital Signage Improves Communication at Events

Effective communication can make or break an event. Whether you’re running a corporate conference, hosting a festival, or organizing a trade show, one of the biggest challenges is ensuring that your audience stays informed, engaged, and connected throughout the event. Digital signage is one of the most powerful tools available to bridge that communication gap.

• Instant Information Delivery: At any event, information needs to be conveyed in a clear and timely manner. Interactive digital signage allows you to display real-time updates on schedules, speaker sessions, or location changes. This ensures that your attendees never miss a beat and can adjust their plans accordingly. A survey found that 40% of event organizers reported improved audience engagement when using digital screens to relay important information.
• Centralized Communication Hub: Instead of scattering announcements across different platforms or paper materials, digital signage centralizes all communication in one place. It serves as a reliable hub where guests can find everything they need—from important event updates to emergency notifications. This not only reduces confusion but also cuts down on the need for additional staff to answer repetitive questions.
• Enhancing Event Flow: Smooth event flow is essential to keep attendees satisfied and engaged. Digital signage improves the flow of your event by providing dynamic, easily digestible updates on key activities. For example, screens placed at entry points can guide visitors to registration areas, while others throughout the event venue can point to sessions, break areas, or exhibitions. This ensures that attendees move fluidly between sessions without the chaos of missed information.
• Reduced Environmental Impact: By replacing traditional printed materials with digital signage, you significantly reduce your event’s environmental footprint. The screens eliminate the need for paper schedules, flyers, or posters, making your event more sustainable. This is especially important as 73% of consumers now expect brands and organizations to adopt sustainable practices.

In short, digital signage can transform how you communicate at events, ensuring that key messages are delivered clearly, effectively, and in a way that enhances the overall experience.

Creative Ways to Use Digital Displays for Announcements

Gone are the days when static banners and paper signs were enough to keep attendees informed. Today’s event organizers need to be more innovative to capture attention and deliver messages effectively. Digital displays offer a dynamic and eye-catching way to make important announcements that resonate with your audience in real-time. Here’s how you can creatively use digital signage for announcements at your next event:

• Schedule Updates and Session Reminders: One of the most common uses for digital displays at events is to keep attendees updated on the schedule. But why stop at static updates? You can creatively rotate session reminders or “next up” announcements using vibrant visuals or countdown timers. This helps create a sense of urgency and anticipation, ensuring that your audience stays aware of upcoming activities without the need to consult a printed program.
• Interactive Q&A Announcements: Engage your audience by using digital displays to announce live Q&A sessions or polls. Interactive displays can be synced with mobile apps or social media platforms, allowing attendees to submit questions or vote on topics in real-time. When the time comes to announce the results or answers, digital screens can be used to highlight key responses, creating a more connected and engaging event experience.
• Announcing Event Competitions and Giveaways: Everyone loves a giveaway, and digital signage can be a fun way to announce contests, prizes, or competitions during an event. Use your digital displays to showcase details on how attendees can participate and when winners will be announced. The visual element makes the announcement more engaging, while real-time updates on participation or competition standings can keep the excitement going.
• Showcasing Keynote Speakers and VIP Guests: Make your VIP guests and keynote speakers feel special by using digital signage to highlight their sessions or spotlight their arrival. Digital displays allow for quick updates, so you can switch out the featured speaker or guest information in seconds as they take the stage. Adding visual elements like live video feeds or pre-event teasers also helps create anticipation and builds audience engagement.
• Emergency or Last-Minute Changes: While no one hopes for emergencies, event organizers need to be prepared for the unexpected. Digital displays are perfect for delivering last-minute announcements or changes, such as weather updates or room shifts. Their ability to capture attention instantly makes them ideal for communicating crucial information without the delay or confusion that might come with other methods.

By tapping into the creative potential of digital signage for announcements, you can keep your audience informed while enhancing the overall event atmosphere. The versatility and immediacy of these displays ensure that no announcement goes unnoticed, making them a must-have for any modern event.

Streamlining Navigation and Enhancing Wayfinding

One of the most common frustrations at large events is getting lost or feeling disoriented. Whether it’s finding the registration desk, locating the next breakout session, or making your way to the exhibition hall, poor wayfinding can disrupt the flow of your event. Digital signage steps in to solve these challenges by offering clear, dynamic, and easily updatable directions for attendees.

• Clear Pathways and Directions: Strategically placed digital displays can serve as virtual signposts, guiding your attendees to key locations. Whether it’s registration, restrooms, or breakout rooms, digital signs can eliminate confusion by displaying arrows, maps, and step-by-step directions. Unlike printed signs, digital displays are easier to adjust if the event layout changes, making them a flexible digital signage solution for large or multi-venue events.
• Interactive Wayfinding: Interactive digital kiosks are another effective tool for enhancing wayfinding. These kiosks allow attendees to input their destination—whether it’s a specific booth, session, or area—and receive instant directions. You can even program the displays to give attendees more detailed information, like the shortest route to their destination or accessible pathways for guests with mobility challenges.
• Real-Time Updates on Venue Layout: As your event unfolds, venue layouts may change—certain areas may become restricted, or new spaces may open up for attendees. Event digital signage network makes it easy to adjust wayfinding instructions to accommodate these changes. You can instantly update the displays to reflect closed-off areas, redirect foot traffic, or highlight new points of interest.
• Reducing Congestion and Improving Flow: At high-traffic events, managing attendee flow is crucial. Digital signage can help you reduce bottlenecks by directing attendees to less crowded areas or suggesting alternative routes. For example, if a particular entrance becomes overcrowded, digital signs can direct people to secondary entrances or inform them of shorter lines elsewhere.
• Personalized Directions for VIPs: For events with VIP attendees or guests with special access, digital signage can offer tailored wayfinding options. VIPs can be directed to private entrances, exclusive lounges, or reserved seating areas without the need for additional personnel. This ensures that your VIPs have a seamless experience from the moment they arrive.

With digital signage, you’re not just offering directions—you’re creating a smoother, more enjoyable experience for your attendees. By streamlining navigation and enhancing wayfinding, you can ensure that your event flows seamlessly, with attendees spending more time enjoying the content and less time wandering around looking for their next destination.

Engaging Attendees with Interactive Content

Keeping attendees engaged is one of the biggest challenges for event organizers. You need more than static visuals to capture their attention—interactive content is what keeps people interested and involved. Digital signage is the perfect platform for this, offering countless ways to enhance engagement that traditional methods can’t match.

Make it personal. Interactive content allows attendees to connect with your event in a more direct way. Think about features like:

• Live polls – Attendees can vote on topics in real-time, influencing sessions or panels as they happen.
• Social media walls – Display user-generated social media feeds on big screens to encourage participation and create buzz.
• Touch-screen kiosks – Allow attendees to explore content on their terms, from session info to sponsor details.

Each of these boosts engagement by making the experience more dynamic and less passive.

Gamify the experience. Attendees love a little competition. Use digital signage to integrate:

• Leaderboards – Highlight top performers in contests or activities.
• Interactive quizzes – Encourage attendees to test their knowledge on event-related topics.
• Prize announcements – Keep attendees excited with on-screen updates about giveaways and winners.

Gamification keeps the energy high while fostering a deeper connection between attendees and the content.

Harness the power of social media. With digital signage, you can stream live social feeds, encouraging attendees to share their experiences and see their contributions on the big screen. This builds a sense of community and creates a real-time buzz at your event. Lastly, make it personalized. Set up touch-screen stations that allow attendees to explore the event on their own terms. Whether they’re discovering sponsor information or accessing exclusive content, personalized experiences ensure your audience stays engaged throughout the event.

Integrating Sponsor Messages and Advertisements

Sponsors play a critical role in the success of most events, and incorporating their messages effectively can add tremendous value without overwhelming your audience. Digital signage provides a seamless and dynamic way to showcase sponsor advertisements while maintaining a balance between promotional content and attendee experience.

Here are several creative strategies for integrating sponsor messages into your event’s digital displays:        

• Scheduled Ad Rotations: One of the easiest and least intrusive ways to display sponsor messages is by setting up rotating ads on digital screens. By timing these rotations between event sessions or during breaks, you ensure that sponsors get visibility without interrupting the event flow.   
• Branded Event Content: Take a more subtle approach by weaving sponsor logos or taglines into the event content itself. For example, you can include a sponsor’s branding on informational slides, social media walls, or even within interactive polls, offering seamless brand exposure without appearing overly commercial.    
• Interactive Sponsor Displays: Give sponsors more than just a logo spot. You can offer interactive kiosks where attendees can explore sponsor products or services, view promotional videos, or participate in sponsor-hosted giveaways. This encourages deeper engagement with the sponsor’s message.    
• Sponsored Break Announcements: During scheduled breaks, use digital signage to display full-screen sponsor messages. This could be an ideal time to highlight key sponsors with larger, more visually impactful displays, catching attendees’ attention during downtime.    
• Exclusive Sponsor Content: Create dedicated sponsor sections on digital signage that feature exclusive content like behind-the-scenes videos, sneak peeks of upcoming products, or industry insights. These displays can provide value to attendees while promoting the sponsor’s offerings in a unique way.    
• Live Sponsor Updates: If your sponsors are actively involved in the event, such as hosting a booth or leading a session, digital signage can be used to keep attendees informed of their latest updates, booth locations, or event-specific promotions.

Integrating sponsor messages into your digital signage doesn’t have to feel forced or overly commercial. With these strategies, you can enhance the value your sponsors receive while keeping your audience engaged and focused on the event itself.

Best Practices for Installing and Managing Signage

Getting the most out of your digital signage at an event starts with proper installation and management. Ensuring that your displays are set up correctly and maintained throughout the event will keep everything running smoothly while maximizing the impact of your messaging. Below are some best practices to follow when installing and managing digital signage for events.

Plan Display Placement Strategically

Strategic placement of digital signage can significantly impact the attendee experience and the overall effectiveness of your event’s communication. Start by mapping out high-traffic zones, including entrances, exits, and registration areas, where attendees naturally converge. These are ideal spots for key messaging like schedules, wayfinding, and critical announcements.

However, placement isn’t just about visibility—line of sight matters. Ensure screens are positioned in areas where they won’t be blocked by crowds or physical structures. You should also consider the venue’s natural flow. Placing digital signage screens at decision points (like hallway intersections or near elevators) helps guide attendees effectively. Additionally, consider the content type when choosing a placement. Displays showing session reminders or agenda changes should be near breakout rooms, while sponsor messages may perform better in exhibition areas or networking lounges.

In the end, the height of the screens is critical for readability. As a rule of thumb, position digital signage displays at or slightly above eye level for most attendees, typically between 5 and 7 feet high, depending on the venue layout. For larger venues or outdoor spaces, you might need to opt for larger displays or use elevated mounts for better visibility.

Ensure Proper Screen Calibration

Proper screen calibration is essential for ensuring high-quality visuals that draw attention without causing strain. Calibration should include adjustments to brightness, contrast, color balance, and resolution.

• Brightness is especially important in environments with varying light conditions. For outdoor events, high-brightness screens (1,000+ nits) may be necessary to combat direct sunlight, while indoor settings can operate effectively with lower brightness levels (around 500 nits). Ensure that brightness levels are adjusted appropriately depending on the ambient light to avoid screens being too dim or overly harsh on the eyes. Events digital signage can help your attendees stay informed throughout the day, but it’s crucial to ensure that all screens are properly calibrated for the best visual experience.
• Color calibration is another critical factor, as poor color settings can distort images or make text unreadable. Use color-calibration tools to ensure your displays show accurate and consistent colors across multiple screens. Also, calibrate your displays to suit the content type; for instance, sponsor logos or high-definition videos may require higher contrast settings than simple text-based displays.
• Make sure that the resolution is set correctly for the size of the display. A 4K resolution is ideal for larger screens, especially in expansive venues where attendees navigate through multiple areas using interactive maps. For this reason, larger displays should be set to 4K to ensure the content is visible from a distance. However, lower resolutions may suffice for smaller, close-up displays. Always test your content at different viewing distances to ensure clarity and sharpness while providing accurate event details across all screens.

Test Connectivity and Power Backup

Stable connectivity and reliable power are non-negotiable when it comes to digital signage. Begin by ensuring that each display has a robust network connection. For cloud-based content management, wired Ethernet connections are preferred for their stability and speed, but if wireless is your only option, ensure the Wi-Fi signal is strong and stable across the venue. Consider investing in enterprise-grade Wi-Fi routers that can handle the load of multiple connected devices, especially if you’re working with interactive displays that rely on constant connectivity.

Power reliability is another critical component. For large events, it’s vital to have uninterruptible power supplies (UPS) installed with each digital display. These devices provide backup power in the event of an outage, allowing your screens to continue functioning for a limited time while you resolve the issue. A UPS also acts as a surge protector, preventing damage to your expensive display equipment in case of power surges. Lastly, ensure that all power sources and networking equipment are safeguarded against overheating, especially in high-traffic or outdoor areas where environmental factors can come into play.

Update Content in Real Time

Real-time content updates are a game-changer for event organizers. To manage this efficiently, your digital signage system must support remote content management. Look for systems that allow for instantaneous updates across multiple screens from a central platform. This not only lets you push out schedule changes or emergency notifications but also allows you to keep the content fresh and relevant based on attendee behavior or event developments.

For optimal performance, your content management system (CMS) should support automated content scheduling. This feature allows you to pre-program different content to display at specific times, reducing the need for constant manual updates. For example, you can schedule sponsor ads to rotate between sessions or ensure specific event information is only shown when relevant. Additionally, ensure that your CMS offers user permissions, allowing multiple team members to update the content without risking unauthorized changes to critical displays.

Train Staff for Quick Troubleshooting

While digital signage is typically designed for smooth operation, issues can arise during an event, and your team needs to be prepared to handle them swiftly. Before the event, training sessions will be conducted for key personnel who will be responsible for managing the signage. This training should cover the basics of content management, network troubleshooting, and hardware diagnostics.

Ensure that your team knows how to handle common issues, such as rebooting a frozen screen, reconnecting a lost network connection, or recalibrating a misaligned display. Providing your team with access to troubleshooting manuals or creating quick-reference guides for common problems can minimize downtime during the event. If your signage system is linked to a monitoring tool, assign someone to monitor alerts and resolve potential issues before they impact the event.

In high-stakes scenarios, consider having on-call technical support from your signage provider to quickly address any issues beyond your team’s capacity.

Monitor Performance Throughout the Event

To ensure optimal performance throughout the event, it’s crucial to actively monitor your digital signage. Utilize real-time monitoring tools that provide insights into the status of each display, including content delivery, connectivity, and hardware health. These tools can alert your team if a screen goes offline, a network connection is interrupted, or the system experiences a hardware malfunction, allowing for immediate intervention.

Proactively reviewing screen performance and audience engagement metrics can also offer insights that can be applied in real-time. If certain content isn’t performing as expected, or if audience flow changes, you can adjust the content or display layout accordingly. Monitoring also helps you identify trends in display performance, such as screens that frequently go offline or areas of the venue where connectivity drops, so you can make improvements for future events.

By following these best practices, you’ll ensure your digital signage is not only reliable but also adaptable to the changing needs of your event, leaving attendees with a seamless and professional experience.

Wrapping Up: Elevate Your Event with Digital Signage

Mastering the use of digital signage at your event opens up a world of opportunities to improve communication, engage attendees, and deliver a seamless experience. By following the best practices for installation and management, you can turn signage into a powerful tool that enhances both attendee satisfaction and event efficiency.

Whether you’re displaying interactive content, guiding guests with clear wayfinding, or showcasing sponsor messages, digital signage offers endless possibilities for boosting the overall success of your event.

To recap the highlights:

• Improving communication: Keep attendees informed and connected with real-time updates and centralized communication hubs.
• Creative announcements: Use digital displays for everything from schedule updates to interactive Q&As, adding a dynamic layer to your event.
• Streamlining navigation: Enhance wayfinding with interactive kiosks, strategic placement, and real-time layout changes.
• Engaging content: Transform attendees into active participants with polls, gamification, social media walls, and personalized interactions.
• Sponsor integration: Seamlessly weave sponsor messages into your event content without overwhelming attendees.
• Best practices for signage: Ensure effective installation, ongoing management, and performance monitoring to maximize the impact of your displays.

By leveraging these strategies, your next event will not only run smoothly but leave a lasting impression on every attendee. Digital signage turns every interaction into an opportunity—an opportunity to captivate, inform, and engage.

When it comes to elevating your event with seamless digital signage, CrownTV stands as a reliable partner to bring your vision to life. Whether you’re hosting a corporate conference, trade show, or festival, CrownTV provides a comprehensive solution that covers every aspect of digital signage. From interactive content to sponsor integration, our services ensure that your signage delivers the impact your event needs.

What You Can Expect?

When you choose CrownTV to manage digital signage for your event, you’re partnering with a team that handles every detail with expertise and precision. Here’s what you can expect:

• Comprehensive Software Dashboard: CrownTV’s digital signage platform gives you full control over your displays from any location. Easily manage and schedule content across all screens through an intuitive, cloud-based dashboard that simplifies the process.
• Custom Tailored Solutions: From sourcing the perfect indoor or outdoor displays to full installation, CrownTV takes care of every step. Whether you’re managing a small gathering or a large-scale event, our solution ensures that you’re in control of your digital signage from any device, anywhere.
• Expert Strategy for Optimal Communication: Leveraging years of expertise in digital signage and AV systems, CrownTV helps you craft a strategic signage plan that enhances communication and engagement for your event. Whether you’re showcasing announcements, interactive content, or sponsor messages, we optimize each aspect to make the most impact.
• Nationwide Installation by Professionals: With certified and insured technicians available across all 50 states of the US, CrownTV guarantees seamless project management—from labor and cabling to system activation and testing. No matter where your event is held, our team ensures flawless installation of your displays.
• 13+ Years of Experience: CrownTV brings over a decade of hands-on experience to ensure fast, efficient setups and ongoing support for your digital signage. You can trust us to deliver high-quality solutions that keep your event running smoothly.
• Powerful Apps and Integrations: CrownTV’s platform integrates seamlessly with a wide range of apps and tools, allowing you to customize your event’s signage with features like social media feeds, interactive polls, and more. These integrations enhance the attendee experience by providing dynamic and engaging content.
• Exclusive Media Player: CrownTV’s reliable media player ensures smooth content delivery across all your displays. Built for consistency, it supports a variety of formats and content types, ensuring that your event’s messaging is delivered without a hitch.
• Thorough Planning & Consultation: From the early stages of site surveys to execution, CrownTV’s expert consultants work closely with you to design and implement digital signage solutions that fit your event’s unique needs, while ensuring compliance with technical and safety standards.
• Ongoing Maintenance and Support: CrownTV’s commitment doesn’t end after installation. Our team is available for ongoing support and maintenance, ready to resolve any issues or update content to keep your digital signage performing optimally throughout your event.

Let CrownTV help you elevate your next event with strategic, cutting-edge signage.