"Screenly for Events has transformed how we manage digital signage at our event. Not only did it save our team hours of setup time, but it also allowed us to keep attendees informed and engaged throughout the Ubuntu Summit. The response from our exhibitors and audience was very positive."
Background
For any event organizer, the hours before an event opens up to the public are filled with inevitable challenges: last-minute adjustments, missing equipment, power requirements, and more. For exhibitors, a key challenge often lies in setting up professional, functional signage that enhances their booth without adding setup headaches. Increasingly, exhibitors rely on digital signage to improve booth aesthetics and streamline setups. However, this shift raises a significant question: What content should display on these screens, and how can it be managed seamlessly?
The Challenge
Canonical, the company behind Ubuntu, encountered this issue at its annual Ubuntu Summit - a high-profile gathering of open-source leaders and companies like Nvidia, Microsoft, and AMD. Each year, Canonical’s event staff devoted considerable time to managing AV needs, particularly digital signage, for exhibitors. This time-consuming process detracted from their ability to focus on other event logistics. Recognizing this pain point, Canonical reached out to Screenly to explore a solution that could simplify digital signage management and reduce onsite AV support.
The Solution
Screenly designed a specialized service called Screenly for Events, which introduced a new approach to managing digital signage for exhibitors. Screenly shipped 30 Screenly Players as loander units directly to Canonical, each of which required only a connection to WiFi or Ethernet to pick up the latest content. Before the event began, exhibitors uploaded their content to a designated Google Drive folder, where Screenly pre-loaded it onto the system. When exhibitors arrived, everything was ready. No need for fiddling with connecting a laptop or USB sticks to the TV.
To ensure the correct content displayed at each booth, Screenly labeled each device with a unique identifier and pre-mapped it to a specific booth. This streamlined the setup for both exhibitors and event staff, guaranteeing a smooth experience from start to finish. Canonical’s team could then update displays remotely, using central management to deploy updates across the venue. During non-exhibit hours, for example, these screens displayed directions to talks and workshops, adding flexibility that would not have been possible without centralized content management.
Each booth was also assigned a unique playlist tailored to the exhibitor’s specific content. In addition, a global playlist with an override function was programmed to take over all screens during key times, allowing event organizers to direct the audience to major sessions or announcements. Recognizing the strain that large events often place on the venue’s internet and network resources, Screenly designed its solution to cache content directly on each device. Once content was loaded, devices added minimum network overhead — a critical feature at a bustling summit.
Screenly’s dedicated 24/5 support team was available to assist Canonical’s staff and exhibitors with any technical issues. For weekend events like the Ubuntu Summit, Screenly also offered additional support hours, ensuring staff were on hand during peak event times to manage any last-minute challenges. Screenly’s solution included features like a countdown timer, which Canonical used to display a live countdown to the summit’s closing party, adding an engaging touch to the attendee experience.
Results and Feedback
The collaboration between Canonical and Screenly significantly reduced AV support time for Canonical’s event staff and allowed exhibitors to present their brands professionally with minimal hassle. The system was well-received by exhibitors and attendees alike, as it provided a cohesive experience and simplified onsite logistics.
Conclusion
The success of Screenly for Events at Ubuntu Summit demonstrates the potential for centrally managed, low-overhead digital signage to enhance both exhibitor and attendee experiences at events. Given the positive impact, Screenly has now made this service widely available, bringing streamlined digital signage solutions to events across industries.
