Video monitors can make a corporate event easier to follow, whether you are sharing a welcome slide, an awards list, a sponsor loop, or a short presentation. The best results come from settling the practical details before setup day: what guests need to see, where they will be sitting, how sound will be handled, and who approves the final files.
Party Time Productions lists video monitors among its event services in Alabama, Florida, Georgia, North Carolina, South Carolina, and Tennessee. Use this checklist when deciding whether monitors belong in your event plan, then confirm the exact setup and availability for your venue with the event team.
Start with the job the screen needs to do
Write down the primary purpose before choosing a screen or location. A monitor used for a looping sponsor slide has different needs from one used for a keynote, a live camera feed, or an awards presentation. Keep the request focused: identify the content, when it will appear, and which guests need to see it.
That simple brief helps the venue, presenter, and production team discuss the right setup without assuming a one-size-fits-all package.
Confirm sightlines with the room layout
Ask for the room layout and consider where guests will be seated, standing, or entering. A screen can be useful only if it is visible without blocking a walkway, an exit, a service path, or a key part of the room. Note any pillars, décor, buffet lines, or staging that could interrupt the view.
Share the layout early and ask the venue which placement options are permitted. The final location should be approved by the venue and coordinated with the event setup plan.
Prepare presentation files before the event
Collect slides, videos, logos, and any recognition lists in one place. Confirm who owns each file, who can make last-minute edits, and which version is the approved final. If a presentation includes video, identify whether its audio needs to be heard in the room rather than assuming it will play through the monitor alone.
Build in time for a full playback check using the actual files. A test can catch a missing font, an unexpected slide size, a muted video, or an out-of-date award list before guests arrive.
Plan the cue points, not just the content
For a scheduled program, make a short cue sheet. List when the screen should change, who gives the cue, and what happens if a speaker runs ahead or behind. This is especially helpful for walk-up music, award slides, welcome messages, and transitions between speakers.
Give the cue sheet to the people responsible for the agenda, the presentation files, and the event setup so everyone is working from the same version.
Coordinate power, audio, and access with the venue
Ask the venue about available power, permitted cable routes, loading access, setup timing, and any rules that affect screen placement. If sound is part of the presentation, discuss how the monitor content and the event sound system will work together. Avoid treating these as day-of details; they can change what setup is practical in a particular room.
For a corporate event that also needs music, announcements, lighting, or other production support, a shared schedule can reduce avoidable handoffs. See PTPDJ’s corporate event production guide for broader planning considerations, and review the video monitors service page when discussing an event-specific setup.
Make the information easier to follow
Use large, high-contrast text and keep each slide focused on one message. Avoid relying on the screen as the only way guests receive essential information: speakers should still announce important changes, and printed or digital event materials may be useful for schedules, names, or instructions.
Before finalizing your plan, send the room layout, event schedule, content list, and venue requirements to your production contact. For an event-specific conversation, contact Party Time Productions.
Frequently asked questions
When should we decide whether to use video monitors at a corporate event?
Decide once you know the event’s purpose, room layout, and program. Early planning gives the venue and production team time to discuss placement, power, access, and the content that will be displayed. Confirm the final setup and availability for your specific event rather than assuming every room can use the same arrangement.
What files should we provide for an event monitor?
Provide the approved presentation, videos, logos, recognition slides, and a clear note about when each item should appear. Keep one final file owner so updates do not get lost. If a video includes sound, flag that in advance so the event team can discuss audio as part of the setup.
Can a video monitor be used for an awards presentation?
Yes, a monitor can support award slides, names, sponsor recognition, or walk-up visuals when the room and program allow it. Create a cue sheet that identifies each change and the person responsible for calling it, then test the final files before guests arrive.
What should we ask the venue before planning a monitor setup?
Ask about the room layout, permitted screen locations, power, cable routes, loading access, setup times, and rules that may affect placement. These details help determine whether a proposed setup is practical and let the venue and production team coordinate before the event day.