Technical event management
Key roles in the technical production of a business event
Discover who’s who backstage. An essential guide to roles in event production for Project Managers.
Edgar Vásquez
22/01/2026
Have you ever felt that cold sweat when, five minutes before the start of the conference, the speaker hands you a USB with a file that the system does not read?
It’s a scene that, unfortunately, we have witnessed many times from the technical control desk. In the world of corporate events, planning is king, but agility is king.
Often, our clients invest weeks in the logistics of the venue, but neglect one crucial detail: the format of the visual content to be projected on the large format screens.
After years of managing the technical production of events in Barcelona, we know that technology should be an enabler, not a barrier.
So today we want to talk about an unexpected but powerful alliance: your professional hardware (our LED screens) and your agile design software (Canva).
Next, we will analyze how this tool has revolutionized on-site content management and how you can use it to save critical situations without compromising the visual quality of your brand.
To understand why we recommend having Canva on hand when producing an event, we must first look at its evolution.
What was born in 2013 from the mind of Melanie Perkins as a solution to democratize design has transformed into a must-have visual suite.
At first, design purists were skeptical. However, in today’s B2B environment, speed is currency.
Canva has been able to read this need, recently integrating powerful Artificial Intelligence tools (Magic Studio) that allow you to resize creatives, remove backgrounds and adjust resolutions in seconds.
Because LED screens are unforgiving.
Unlike an older projector that blurred the edges, a 2.6mm or 1.9mm pixel pitch LED screeen (like the ones we install indoors) will show any defects, pixelation or formatting errors with brutal clarity.
This is where Canva’s ability to export and convert files becomes vital for the Event Manager who needs to react quickly.
One of the most common errors we encounter during technical testing (the famous check-in the day before) is file incompatibility.
Imagine that your main sponsor sends its corporate graphics in a vector PDF intended for printing.
Our video management system (such as Resolume Arena or Novastar) needs a raster image (JPG or PNG) to launch it on the screen.
If you don’t have a graphic designer in the room with a powerful computer, you’re in trouble.
This is where agility comes in.
By using Canva’s online tool, you can convert pdf to jpg in a matter of seconds, while maintaining the high resolution needed to scale the image on our 5 or 10 meter wide LED walls so that your sponsor’s branding looks crisp and sharp.
This fast conversion capability avoids delays in the rundown and ensures that the video technician has the material in the exact format that the processor requires.
The workflow does not end when the lights go out.
Often, during the event, dozens of high quality photographs of the speakers, the photocall and the atmosphere are generated.
These images are often requested immediately by the press or marketing department to send a quick press release or executive summary to stakeholders.
Sending 50 loose JPG files by email is unprofessional and chaotic.
The need here is the reverse: you need to compile these photographs into a single, lightweight, easy-to-distribute document.
Again, the tool allows us to group and convert image to convert image to pdf in an organized way.
By converting images to pdf, you are not only changing the format; you are creating a corporate deliverable. You can add your cover page, your thank you to attendees and your contact details in the same file, raising the perception of quality of your post-event management.
Remember that converting images to pdf correctly also implies controlling the weight of the final file so that it is not rejected by the mail servers of your corporate clients.
To illustrate this, let me share with you a real anecdote from a recent event we produced at a business hotel in the center of Barcelona.
We worked with “Marta”, Marketing Manager of a multinational pharmaceutical company.
Everything was planned to the millimeter: sound, lighting, and an impressive 8×3 meter LED screen presiding the stage.
However, 30 minutes before doors opened, the CEO arrived with a last-minute change. He brought a series of crucial financial charts, but they came embedded in a text document and in strange formats.
Marta was visibly stressed. “It’s not going to look good, it’s going to pixelate,” she told us.
Our video technician, keeping his calmness that characterizes us, suggested using his corporate Canva account.
In less than 10 minutes, they extracted the graphics, used AI to enhance the resolution of the smaller assets, and re-mapped the slides to the exact 16:9 aspect ratio our screen required.
The result was a smooth presentation, where the financial data looked crisp and professional.
This is the value of having modular LED screens managed by a team that not only provides the hardware, but also understands the software and helps you solve problems.
Although tools like Canva are lifesavers for quick design and for converting images to pdf or vice versa, there are technical aspects that, as an audiovisual partner, we must supervise.
The design software facilitates the creation, but the hardware dictates the rules of visualization.
LED screens are custom configured. They are not always 16:9. Sometimes we mount vertical totems, elongated banners or creative shapes.
It is vital that, before designing or converting anything, you consult with our technical team for the exact resolution in pixels (e.g. 1920×1080 or 3840×640).
Designing in the wrong size will cause the image to stretch or black bars to appear, ruining the aesthetics of the event.
Canva works natively in RGB, which is excellent for LED screen, since they emit light (Red, Green, Blue).
However, care must be taken when converting images to pdf if that PDF was originally intended for printing (CMYK). Colors may look dull or different on the big screen.
No matter how well you have designed your file, if the screen is not properly adjusted, the result will be mediocre.
Our technicians will receive your file (either converted from PDF to JPG or vice versa) and perform the fine tuning in the video processor.
This includes adjusting the brightness, contrast and gamma curve to ensure that the “corporate red” of your logo looks exactly as it does in your brand manual.
To learn more about how we achieve this visual fidelity, we recommend you read our white paper on color calibration in LED screens. color calibration in LED screens where we explain the importance of the electronics behind the panel.
To sum up, technology is there to serve us. Don’t be afraid to use user-friendly tools to solve emergencies, as long as you have the support of a technical team to validate the final result on screen.
The ability to convert images to pdf for documentation or to rescue vector logos for conversion to screen image is a skill that every modern Event Manager should have in their digital toolbox.
But remember: the tool makes the design, but the audiovisual provider guarantees the experience.
Visual content management is the fuel of your event; LED screens are the engine. For the car to run smoothly, both must be high quality and in sync.
Validate the resolution: Ask your audiovisual provider for the exact resolution in pixels before opening Canva.
Input formats: Use high-quality JPG or PNG for LED screens; avoid launching PDFs directly from an office computer.
Conversion tools: Use reliable online converters to convert your graphics from PDF to image quickly in case of unforeseen events.
Final documentation: Remember to convert images to pdf at the end of the event to create impact reports for your superiors.
Color space: Always work in RGB for screens; CMYK is only for what you are going to print on paper.
Technical testing: Deliver the files at least 24 hours in advance so that you can test them on the actual screen, not just on your laptop monitor.
Professional backup: Delegate signal management and calibration to expert technicians who know how to react if the archive fails.
Although technology allows us to be more autonomous, the real peace of mind comes from knowing that there is a human team behind every pixel.
Don’t risk last minute incompatibilities. Request your customized technical proposal here and let’s plan together the perfect visual configuration for your brand to shine without errors.
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