You made a video that moves people, and now comes the moment you made it for: the lights go down, everyone turns toward the screen, and the first photos appear. That moment depends not only on the video itself but also on the small amount of preparation around it. Here is what to ask, what to bring, and what to check, so the screening works the first time.
What should I ask the venue or the DJ before the event?
This conversation takes a few minutes, and it is best to have it a week or two before the event. The person in charge of the screen might be the venue manager, the DJ, the sound technician, or the lighting and screen supplier. Find out which one, and ask for a direct phone number.
These are the questions worth asking:
Is there a screen or a projector? If so, where does it stand, and can every table see it? Large halls sometimes have two screens or more.
How does it connect? Can you plug a USB drive straight into the screen or the DJ's computer, or does a laptop need to be connected with an HDMI cable? If a laptop is needed, find out who brings it.
Who presses play? Agree on who starts the video and what the cue is. On the day itself you will be busy with hugs, and you will not want to run over to the DJ booth.
How does the sound get through? The music of the video should come out of the venue's speakers, not out of the small speaker of the screen or the computer. Ask whether the DJ connects the source to the sound system.
When can you test it? Ask for about half an hour before the guests arrive for a full run of the video.
Which file should I bring so the video looks good on the screen?
The safest format is MP4. Almost every computer, TV, and projector plays it without installing anything.
Just as important is the aspect ratio: 16:9 widescreen, exactly like screens and projectors. A video made in a vertical format, like a story, will show wide black bars on the sides and fill only a small part of the screen. HD quality looks sharp even on a big screen in a hall.
Two more small things save you trouble:
- Use the original file. Messaging apps tend to compress videos, and what looks fine on a phone can look blurry on a screen several meters wide. Download the full file and keep it as it is.
- Give the file a short name in English, for example "bar-mitzvah-film.mp4". Some players struggle with file names in other alphabets or with special characters.
The full video from GrowingTale downloads as a widescreen HD file, in 16:9 and with no watermark, so you can play it as is from a computer, a TV, a projector, or a USB drive.
How do I make sure the video does not get stuck at the last minute?
Most screening problems come from simple things: a drive that does not read, a link that does not open, sound that was never connected. A few habits solve almost all of them:
- A dedicated USB drive. Put only the video on it, with no folders and no other files, so whoever runs it does not have to search. Before the event, check that the file opens from the drive on another computer, not only on yours.
- A double backup. Save the same file on your phone and in the cloud. If the drive does not read, you can transfer it from the phone within minutes.
- Do not count on the internet at the venue. A link to stream the video depends on the connection, and the connection in a hall full of guests is not always stable. Bring a file, not a link.
- A run on site. When you arrive, play the video from the start and check that the picture fills the screen, that the sound comes out of the speakers, and that the opening text is readable from the farthest table. Then skip to the end and check that it plays, too.
- A screening manager. Ask a friend or a family member to hold the backup and stay in touch with the DJ. That way you are free to enjoy the evening.
When in the evening should I play the video, and how long should it be?
The best time is when everyone has arrived, is seated, and is ready to listen. At the start of the evening some guests are still on their way or at the entrance, and later some have left or are on the dance floor. At most events it works well right before the speeches or right after them, or between courses, before the dance floor opens.
Agree on a short sequence with the DJ: an announcement, the background music fades, the lights go down, and then the video starts. This small bit of preparation tells the guests that now is the time to look.
As for length, 2 to 4 minutes holds the attention of a whole hall. Beyond that, people start talking among themselves, even when the video is lovely. Since each minute of video holds about 12 photos, a video of 2 to 4 minutes is roughly 24 to 48 photos. If you have many more, choose the strongest ones: sharp photos with faces that are easy to see. In the article how many photos you need for a video there are more tips.
How do I make sure everyone can see and hear?
Lighting. Dimming the lights changes the whole experience, and with a projector it is almost a must: in full light the picture looks washed out. Even with a bright screen, it helps to lower the lights around it so that eyes are drawn to the screen.
Volume. An empty hall sounds different from a full one. People, clothes, and conversation absorb sound, so what sounds loud enough during the test may sound quiet in the evening. Ask the DJ to be ready to raise the volume a little at the start of the screening.
Placement. If the screen stands off to the side, make sure the table of your closest family can see it well. They are the most important audience for the video.
Checklist before the screening
| When | What to do |
|---|---|
| Two weeks before | Talk to the venue or the DJ: screen or projector, connection, who presses play, sound |
| One week before | The video is final, and a widescreen (16:9) HD MP4 file is downloaded to a computer |
| A few days before | The file is on a dedicated USB drive, tested on another computer, with a backup on your phone and in the cloud |
| Day of the event | Choose a screening manager and give them the backup |
| Half an hour before the guests | Full run: picture fills the screen, sound from the speakers, text readable, ending plays |
| Just before the screening | Announcement, the background music fades, the lights go down |
If you have not written your opening text yet, we have 30 dedication examples for the start of the video.
Frequently asked questions
Can I play the video straight from my phone?
You can, if you have the right cable or a wireless connection to the screen, but it is less safe. An incoming message or a screen lock in the middle of the screening is an embarrassing glitch. A USB drive or a computer is better, with the phone as a backup.
What do I do if the file does not open on the DJ's computer?
Switch to the backup: transfer the file from your phone or download it from the cloud. That is why it pays to arrive early, so there is time to fix it before the guests come in.
Should I send the video to the DJ ahead of time?
Yes. Sending the full file a few days before lets the DJ test it on their own equipment. On the day of the event, still bring a USB drive of your own.
There is no screen at the venue. What are the options?
You can ask the DJ or the sound supplier whether they provide a projector and screen. At a small event at home or in a garden, a large TV with a USB port does the job.
How many photos do I need for a 3-minute video?
About 36 photos, since each minute holds about 12 photos. That is a length that suits a screening at an event well.
