Media management in the event sector: Increase efficiency and quality with ExpoCloud

Visual communication plays a decisive role in trade fair construction. The graphic design of stands is often the first impression visitors get of a company. A well thought-out and professionally realised design not only attracts attention, but can also significantly strengthen the brand image. However, there is far more work behind the scenes than it seems at first glance. The centralised management of print data is an essential part of this work - and often a major challenge. In this article, we look at why centralised management of print data is so important in exhibition stand construction and how it can be implemented efficiently.

Contents

1. Why is the central management of print data so important?

2. The advantages of centralised print data management

3. How can ExpoCloud provide support here?

4. Conclusion

1. Why is the central management of print data so important?

Exhibition stand construction is all about conveying messages clearly and concisely. Every graphic element must be perfectly coordinated to create a harmonious overall impression. From banners and roll-ups to large-format wall graphics - the demands on the quality and consistency of the print data are high. Decentralised management of this data can lead to many problems:

Inconsistency:

Without centralised management, different versions of graphics can be in circulation. This leads to inconsistencies in the design, which can damage the company's professional image.

Loss of time::

When graphics are managed from different locations, it can be difficult to find the latest versions quickly. This leads to delays in the production process.

Lack of overview:

Centralised management makes it possible to keep track of all graphic elements. Without a central organisation, it is easy to lose control over the multitude of files and versions.

Cost increase:

Incorrect print files can lead to unnecessary reprints and increased costs. Centralised management minimises this risk.

2. The advantages of centralised print data management

The introduction of a centralised system for managing print data offers many advantages. The most important ones are listed below:

Consistency and brand identity:

A centralised platform ensures that the most up-to-date and correct versions of print files are always used. This ensures a consistent brand identity, which is particularly important in exhibition stand construction, where first impressions count.

Increased efficiency:

Centralised management saves time. Employees no longer have to spend a long time searching for the right files. Centralised access to all print data speeds up the workflow considerably.

Better collaboration:

With a centralised system, different departments and external service providers can work together easily. Designers, marketing experts and printers all have access to the same files, which facilitates communication and reduces errors.

Secure backup and versioning:

Centralised management allows different versions of files to be stored securely and accessed when needed. This reduces the risk of data loss and makes it easier to track changes.

3. How can ExpoCloud provide support here?

With the 2024.09.06 release, the ExpoCloud solution has been expanded to include the ‘Media Manager’ module with a DAM (Digital Asset Management) for managing print and video data.

Media Management distinguishes between 3 different media types:

• Graphics: These are graphics for trade fair systems or trade fair systems with fixed graphics such as roll-ups.
• Video: This is multimedia data, such as videos.
• Print: This is print data for advertising material, e.g. brochures.
  
  

3.1 Prerequisites for using the Media Manager

• The prerequisite for using Media Management is the parameterisation of the article for Media Management.
• This is done in the article management via the new parameter ‘Media’.
• This parameter is set to ‘No Media’ by default and can be changed to ‘Graphics’, ‘Video’ or ‘Print’.

User administration

• The prerequisite for using the Media Manager is the activation of the functional authorisation ‘Media Manager’ in the user administration for authorised users.
• The ‘Media’ area can only be viewed and edited by the user with the functional authorisation.

3.2 Using the Media Manager

• For authorised users, the Media Manager can be accessed via the ‘Media’ item in the ExpoCloud side menu. The menu item is only available for users with the appropriate authorisation.
• The user must then select the ‘Graphics’, ‘Video’ or ‘Print’ area of the Media Manager.
• In the following, we will look at the ‘Graphics’ area. The functions are identical in the other areas.
  
  

3.2.1 Tabular view of media data

• In the ‘Media/Graphics’ view, you can see all graphics that are parameterised as ‘Graphics’ in the system. The following information is displayed in tabular form:
  
  
  • Article no.
  • DAM version (graphics, video, print)
  • Number of stored and versioned data.
  • Date of the last change (log entry)
  • User of the last change (log entry)
• The ‘No data’ filter in the page header can be used to filter for graphics for which no data is stored in the DAM (Digital Asset Management).
• The ‘Data available’ filter in the page header can be used to filter the graphics for which data is stored in the DAM (Digital Asset Management).
• You can transfer all graphics or filtered graphics directly to Excel using the ‘Excel export’ button in the page header.
  
  

3.2.2 Detailed view of media data

• You can switch to the detailed view of the media data using the ‘Edit’ button.

Data Upload:

• In this view, you can upload new data using the ‘Upload’ button.
• During the upload, the user and the time of the upload are logged and saved unchangeably.
• If several files are uploaded, the system forces versioning. This means that the user can only parameterise one data record as ‘active’. Changes are also logged by user and time stamp.

Data Download:

• All versions of the print data can be downloaded using the ‘Download’ button.

Delete data:

• Data records can be deleted using the ‘Delete’ button.
• If the ‘Active’ data record is deleted, the user must set an alternative data record as ‘Active’.
• In principle, however, an unlimited number of versions can be saved.
  
  

3.3 Advantages of the Media Manager

• The Media Manager allows you to view the current data status at any time.
• The latest version is always used, especially for the post-production of physical prints (graphics or print).
• In the post-production of physical products, the print data is available immediately and checked. This enables the fastest process for time-critical post-production.
• With video content, the content is available online. For example, you can view the content and choose the right medium when selecting the product.
• In addition, video content is always available in the software and can be downloaded at any time. This means that the content can also be accessed and downloaded as a fallback at trade fairs, for example.

Availability:

• The ‘Media’ module is available for all ExpoCloud versions.
• The module requires the IS-4311 licence for all approved users.

4. Conclusion

The centralised management of media in trade fair construction is a decisive factor for the success of trade fair presentations. It ensures consistency, improves efficiency and reduces the risk of errors and unnecessary costs. Companies that use a professional solution to manage their print data benefit from a smoother process and a consistent brand presence at trade fairs.

Implementing centralised media management not only optimises the entire workflow, but also ensures the quality of the final graphics and digital content - a must for any company that wants to make a lasting impression at trade fairs.