Digital Signage Guidelines
Digital signs are one of the most visible ways we communicate on campus, and the people who see them are almost always walking past. These guidelines will help you build graphics that are readable, on brand, and easy for everyone to understand in the few seconds they have.
Content posted to digital signage is not reviewed before it appears on screen. Once you have access to Visix, you are responsible for making sure everything you post follows these guidelines. If you are unsure about a graphic, send it to the Web & Digital Media team before you schedule it and we will be glad to take a look.
Designing Your Message
Be brief. Use minimal copy to communicate your message. Address what, where, and when as concisely as possible. A good target is a headline of about five to seven words and no more than twenty-five words on the graphic overall.
One message per graphic. If you have several things to promote, build a separate graphic for each rather than crowding them onto one. Your sign rotates, so each message still gets seen.
Keep your text large. People rarely stop and stand in front of a sign. On a standard horizontal graphic, keep your smallest text at least 40 pixels tall and your headline considerably larger. A quick test: view your graphic at 25 percent zoom on your monitor. If you cannot read it comfortably, it is too small for a sign.
Leave room around the edges. Keep text and logos away from the outer edges of your graphic so nothing is crowded or cut off on the display.
Include contact information. Add a website address, phone number, or email address in case someone wants to learn more. If your web address is long, request a short link from the Web & Digital Media team rather than printing a full URL on the sign. Third-party link shorteners are not approved for university use.
Consider a QR code. Digital signs are one of the few places QR codes work well, because people are viewing the sign on the wall and scanning with a separate device. If you include one, keep it large enough to scan from a few feet away and always include a readable web address alongside it, so people who cannot or do not want to scan can still reach the information.
Readability and Accessibility
Be considerate. Not everyone reads at the same pace or sees with the same acuity. Large text, simple fonts, and strong contrast are easy choices that make your content readable from a distance for everyone.
Choose readable fonts. Avoid script, curly, decorative, and condensed fonts. Simple, clean typefaces read far better at a distance and are easier for people with dyslexia or low vision.
Use strong contrast. Keep a clear difference between your text color and your background. Light text on a dark background or dark text on a light background both work well; similar colors layered on each other do not. Avoid placing text directly over a busy photograph unless you add a solid or shaded panel behind it.
Never rely on color alone. Do not give instructions that depend on distinguishing colors, such as directing people to look for a specific colored sign or button.
Avoid flashing and rapid motion. Flashing, strobing, and quickly flickering content can trigger seizures in people with photosensitive epilepsy. Do not use it.
Do not let a sign be the only source. Anyone who cannot see the sign, or who simply walks past too quickly, still needs the information. Make sure anything important also lives on your department's webpage, and point to that page from the graphic.
Do not count on sound. Signs are capable of playing audio, but most displays on campus are muted. If you post a video, confirm whether your specific sign has sound enabled, and assume it does not unless you have verified otherwise. Any spoken information must also appear on screen as text or captions.
Branding and Naming
Double-check Tech branding. If you are using the Tennessee Tech logo or official Tech colors, visit the Marketing Toolkit for guidance on logo usage, color values, and other design details.
Use approved names. Refer to the university as Tennessee Tech University, Tennessee Tech, or TN Tech. Do not use "TTU" on signage; a number of other universities use those initials, and it works against our brand identity.
Spell out names and places. Assume your audience has never set foot on campus. Use the full official name of buildings, offices, and departments rather than abbreviations or campus shorthand.
Images and Permissions
You must have permission to use every image. Digital signage is university communication, and the same rules apply as on the website. Acceptable images are those created by the Office of Communications and Marketing, downloaded from the official Tennessee Tech photo stock site, or created by you or another Tech employee during work hours. Any image from another source requires written permission from its creator. Do not pull images from the internet; doing so exposes the university to legal action.
Do not use AI-generated images or video. AI-generated imagery is not permitted in university communications. You may use AI tools to help draft or refine the wording on your graphic, but you are responsible for reviewing everything it produces.
Use high-quality images. Signs are large, so a photo that looks acceptable on your laptop may look blurry on a display. Avoid stretching small images to fit, and never stretch a photo out of its original proportions.
File Requirements
Size your graphic correctly before you upload. Standard horizontal signs are 1920 x 950 pixels. Standard vertical signs are 1080 x 1790 pixels. Graphics built at other sizes will be letterboxed or cropped.
Create your files in RGB. When exporting .jpg or .png files, make sure they are in RGB color format. CMYK is intended for print, and those files will render with distorted color on a digital sign.
Use simple file names. Stick to letters, numbers, and dashes, and begin the file name with a letter or number. Avoid special characters. Never change a file's extension, since the signage system uses it to determine how to play your content.
Images are strongly preferred. While PDFs, PowerPoints, and videos can be uploaded, a single well-designed .jpg or .png is easier to read and far more reliable on a sign. Documents built for reading on paper or a computer screen rarely work at a distance.
Keeping Your Content Current
Give every graphic an end date. When you schedule content, use a One Time or Recurring schedule with an end date whenever your message is tied to an event or deadline. This retires the content automatically and keeps expired information off your sign.
Review your playlists regularly. Content set to play Always will stay in rotation until you remove it manually. Check your signs at least once a semester and clear out anything outdated.
Watch your rotation length. The more graphics in a playlist, the longer it takes for any one message to come back around. If your rotation is getting long, remove older content so your current messages are seen more often.
For instructions on uploading and scheduling, see our guide on using Visix. For recommended design programs and learning resources, visit our Digital Signage Resources page.
Questions?
If you have questions about any of these guidelines, or you would like help producing clean, great-looking signage that fits your screen, contact the Web & Digital Media team . We are happy to review a draft graphic before you post it.