Let’s be honest: keeping a large screen filled with content throughout an entire TEDxFredrikstad event is no small task. It takes both big-picture awareness and the ability to improvise when reality decides to throw a curveball. When we were given responsibility for the technical production, we dove in with enthusiasm and a clear goal: to create an experience that elevated both the stage and the message. We handled the entire visual expression, tailored the content to each speaker, and built everything in OBS Studio to ensure a seamless execution. The result was an experience that flowed naturally from start to finish.
The whole process was driven by thoughtful planning, smart technology choices, and a dress rehearsal that made all the difference.
Content design with integrity and flexibility
During TEDxFredrikstad we were responsible for the visual presentation, everything shown on the LED screen throughout the day, as well as the technical execution behind it. Cameras, sound and filming were handled by another team, while we focused on the overall visual expression and how it could enhance the on stage experience.
A consistent visual theme throughout the event
For an event like TEDx it is all about seeing the bigger picture. The LED screen needed to serve as the backdrop for every talk and performance, and all the content had to align both visually and thematically. We developed backgrounds, animations, transitions and graphics consistent with the TEDx profile to give the event a clean and cohesive identity. The audience might not consciously notice that the transitions match or that the color palette stays strictly within the guidelines, but the sum of those details creates a professional and polished experience they can feel.
A visual expression that supports the speakers, without stealing the focus
The creative challenge was to develop something that was visually engaging while still keeping the speakers and their messages at the center. The most important guideline we set for ourselves was to stay true to the TEDx color palette. We chose to work with glitter and bokeh effects that preserved the iconic red, but introduced variations in shade and brightness to create depth and life without pulling attention away from the stage.
Seamless looping animations for flexible execution
The animations also had to loop seamlessly. Each speaker had a different pacing and duration, and rendering a fifteen minute video is neither practical nor efficient. We split the animations into multiple layers so we could control transitions flexibly and activate visual elements at the right moments.
Adaptable design for different speakers and needs
The design also needed to be adaptable. Some speakers arrived with finished presentations, others needed custom graphics or video, and some preferred no visual aids at all. We went through the speaker list systematically and assessed what worked best for each individual. Should their slides run without interruptions? Was the message stronger without visuals? Could a short animation, a background image or a graphic elevate their key points?
Flexible framework that can handle last-minute changes
This balance between overall coherence and tailored solutions gave us a flexible framework. Whatever each speaker needed, or did not need, it fit into the broader visual plan. Even when last minute changes appeared, like updated slides right before showtime, we could integrate them without disrupting the bigger picture.
Technical drawing of the layout
OBS as a Platform: Versatile and Efficient
For the execution itself we chose OBS Studio, a free and open source program that is still powerful enough to deliver at a professional level. All content was gathered in one system: logos, animations, videos and presentations. We built custom scenes in OBS based on the running order and clicked our way through the day without a hitch. Transitions, adjustments and updates took minutes, not hours.
OBS Studio Mode also gave us the confidence to preview the next scene before it went live. The result was a production that matched broadcast quality, without a broadcast budget.
Live Execution: Three Operators and an Invaluable Dress Rehearsal
With a long lineup of speakers, we knew tight coordination would be essential. To ensure precision and flow, we divided the live execution across three roles on three separate machines: a presentation operator, a main content operator and a prompter operator.
The presentation operator
- The presentation operator handled all speaker presentations. Their full focus was on showing the right slides at the right moment and assisting speakers if anything unexpected happened, such as triggering a video embedded in their deck. The PowerPoint machine simultaneously fed its signal directly into the OBS machine, allowing the presentation to blend seamlessly into the LED screen backdrop.
The main content operator
- The main content operator managed all shared visual content on the big screen: introductions, TEDx logo animations, background visuals and transition graphics. When one speaker finished, this operator made sure the correct visual transition played before the next speaker was introduced. This setup allowed us to run every transition without delays, black screens or breaks in the flow.
The prompter operator
- was also a key part of the puzzle. They managed the prompter system running on two fronts: one screen positioned at the back of the venue and another on the floor in front of the stage. Both had to be perfectly calibrated to each speaker’s pace, tone and natural rhythm. Some spoke slowly and deliberately, others moved quickly through their material, and the prompter had to follow seamlessly without drawing attention to itself.
Speaker notes + preview
- The PowerPoint machine provided a separate output for the speakers, showing their notes and a preview of the next slide on the front-stage prompter screen. This setup allowed speakers to stay fully engaged with the audience instead of glancing back at the LED wall, and it helped the entire production maintain a steady, predictable flow. The operator’s ability to read the speaker’s momentum and adjust in real time was essential to keeping the whole program running smoothly.
Communication between the operators worked like a well-rehearsed piece of theatre. We developed a detailed run sheet ahead of time, where every item in the program corresponded to a scene in OBS and/or a presentation on the speaker’s laptop. During the show we followed this plan closely, but we were also ready for the unexpected. Simple hand signals and short cues were used to coordinate transitions. When a speaker was coming to the end of their talk, the production lead gave us a signal. The main content operator prepared the next scene in OBS, while the presentation operator wrapped up the final slides. This allowed us to move into the next segment without dead time or confusion.
The full-team dress rehearsal with all speakers proved invaluable. It is easy to assume that once everything is planned, you can just hit play, but in a live setting the devil is in the details. During the rehearsal we ran through the entire program as if it were show day, and it revealed several small but important improvements.
For our technical team, the rehearsal also served as a safety check. We confirmed that every OBS scene displayed the correct content, that the signal flow between the machines worked as intended, and that communication between operators was solid. That gave us confidence and a sense of calm that really shows when it matters.
Dress rehearsal that creates confidence on show day
The experience made it clear that a thorough run-through is essential when it really counts. Letting each speaker walk through their presentation in advance gave both them and us the chance to fine-tune details, clarify expectations and make sure everyone was aligned before the show began.
When show day arrived, it almost felt like déjà vu. We had already done it once. The dress rehearsal gave us stability behind the scenes and confidence in the process, allowing us to run the production with a steady hand. Even when something did not go entirely as planned – like a speaker skipping a slide or forgetting the clicker before going on stage – we could respond quickly and correctly. Most things had been considered, discussed and tested ahead of time, and that makes all the difference when it truly counts.
Experience and conclusion
The work we did on content and live execution for TEDxFredrikstad offered insights that reached far beyond the event itself. It made clear how powerful the impact can be when a coherent visual identity meets systems that can keep up with the pace of a live production. A visual expression works best when everything pulls in the same direction, but it is just as important that the systems and the people behind them can adapt quickly when something changes.
By using OBS Studio in a thoughtful and professional way, we were able to bridge the gap between design and technical execution. The tool gave us full control over what appeared on screen without limiting the creative process. It also reminded us how essential preparation and rehearsal really are. Cohesion is built in the details, in how every slide, animation and transition is planned, refined and tested ahead of time.
The overall effect is created through interaction with the rest of the production.
At the same time, the screen production was only one part of a larger machine. Everything we did had to work seamlessly with cameras, lighting, audio and the rest of the technical setup in the venue. Close collaboration with experienced specialists made coordination smooth and reliable
When everything came together on TEDx day, the audience could enjoy an inspiring experience where the message stayed at the center, supported by screen content that enhanced each moment without distracting. For us at Netron, the project was a clear reminder that strong live production grows from the combination of design, technology, organization and teamwork across disciplines. When these elements align, even complex events gain a natural flow that feels effortless to the audience. That is when we know the production is doing exactly what it should.
