A screen-graphics system for a 100-speaker summit.

The scenario

A multi-track summit has 100 speakers across several rooms. Each session needs a holding graphic, a speaker introduction, and a session close. Names, roles, session titles, sponsors, times, and track colours can change until the event begins.

Treating every graphic as a separate design request creates repeated coordination and makes late changes risky. The system opportunity is to keep the schedule as the source of truth and encode the visual rules once.

System design

The schedule layer: Airtable holds one approved record per speaker and session. Required fields, asset checks, and a ready-for-render state prevent incomplete records from entering the pipeline.

The template layer: Three templates map schedule fields into fixed brand layouts. Template versions are recorded with each output so a late design change can be traced and re-rendered safely.

The render layer: Make could request a render when a record is approved. Shotstack could return consistently named files to a review folder organised by room, date, and session.

Proposed pipeline

Event schedule -> approval state -> Make -> Shotstack -> AV review folder

The under-15-minute change window is a design target, not a measured result. It would depend on asset readiness, renderer capacity, template complexity, and the final review step.

Operating model

Event operations owns the schedule. Design owns the template family. The AV team approves the rendered folder before it reaches venue playback systems. A changed speaker record requests a fresh render and keeps the prior file available for rollback.

Exceptions such as missing headshots, invalid sponsor assets, failed renders, or duplicate sessions should stop the affected record without blocking the complete event batch.