The event tech brief your team can build on.

Put the event and the objective first

Start with the event name, venue, operating dates and the main outcome you want from the technology. A guest check-in system, a branded mini game and a launch moment solve different problems. Describe the visitor action before listing hardware.

Tell the team who is attending and how they will arrive. A scheduled corporate session has a different arrival pattern from passing mall visitors. Include the expected crowd as an estimate, explain how you reached it and identify any peak periods.

Reference an example you like, but explain what you want to borrow from it. It might be the interaction, the visual style or the way the experience fits into a booth. This makes the reference useful without assuming the same setup is right for your event.

Share the space and the visitor journey

Send a measured floor plan and current venue photographs where available. Show where guests enter, where they wait, where they interact and where they leave. Include neighbouring displays or queues that could affect the layout.

• Usable area and any height or mounting restrictions.
• Power points, cable routes and connectivity arrangements.
• Loading access, setup windows and dismantling time.
• Indoor or outdoor conditions, light and sound around the station.
• Access needs and an assisted way to participate where appropriate.

For a game with physical movement or props, mark the actual play area as well as the equipment footprint. Ask the venue and production team to confirm the final layout before fabrication or installation.

Separate the experience from the surrounding production

List what you need and who supplies each part. Software, screen, stand, physical props, booth construction, electrical work, internet access and floor staff may come from different teams. Put the responsibilities beside the items, including who connects and tests them.

At Nesh Roadshow, Evenicode provided the interactive mini game within the wider roadshow experience. In a shared event brief, name the team responsible for each surrounding element and agree on how the parts come together.

Mark scoring, registration, data export, printing, prizes and equipment tracking as separate requirements where relevant. Confirm the proposed behaviour for each feature, including what happens when a device or connection needs attention.

Name the content owners and the approval points

Supply logos, brand guidelines, copy, language requirements and the correct artwork files. Identify who approves the game flow, screen designs and visitor instructions. If there are several client stakeholders, agree on one person who consolidates feedback.

Share your budget range and fixed event deadlines early. Ask the supplier to propose milestones for the first review, content lock, testing and venue setup. The timeline depends on the agreed scope; avoid treating a reference project as a promise of the same turnaround.

Before launch, rehearse the complete visitor journey with the people operating it. Record the final contacts, issue escalation path, restart procedure and handover needs in the event run sheet.

Your ready-to-send brief

Bring these details into one document: the event and venue, audience and expected flow, preferred experience, floor plan, required features, supplied assets, supplier responsibilities, budget range, deadlines and approval contacts. Flag unknowns so the team can help resolve them.

If you are still choosing the interaction, start with our roadshow game guide. For a registration-led event, use the QR check-in checklist. Then share your event brief with Evenicode and we can discuss the next steps.