Skip to main content

Event Sync Configuration Guide

This guide walks you through configuring and managing your Pladia Event Sync Console, Desktop App, and PWA.

Leesa Tietjen avatar
Written by Leesa Tietjen
Updated yesterday

Welcome to the Event Sync Configuration Guide, your comprehensive resource for setting up and managing your Event Sync Console, Desktop App, and Progressive Web App (PWA). This guide is designed to walk you through each step of the configuration process, from downloading and installing the Event Sync Desktop App to customizing your app's branding and synchronizing your audiovisual presentations. This guide will ensure that your event runs smoothly and that your audience experiences seamless content delivery. Let’s get started on creating an engaging and memorable event experience!
​

Using the Event Sync Console

The Event Sync Console is used to configure your App in advance of your event.
​

Saving and publishing changes

You’re able to push changes made through the Console to either your Preview or Live URL. Your Preview App allows you to test content before publishing it to your Live App.

  • Save progress: Push all changes to the Preview App—your testing environment.

  • Publish progress: Push all changes to the Live App—your production environment.

App theme

Personalize the look and feel of your Progressive Web App (PWA) by incorporating your own branding elements on the App theme page. The Preview on the right side of your screen will update as you go so you can test different assets.
​

On this page you can edit:

  • Event display name: A text field that reflects your event name.

  • Appearance: You must select either light or dark mode.

  • Event logo: Upload an image of your event logo

    • File requirements:

      • PNG file

      • 720 px wide

      • With a transparent background

      • Max size: 3MB

  • Sponsor strip: Upload sponsor logos in a combined image

    • File requirements:

      • PNG file

      • 720 px x 50 px

      • Max size: 3MB

  • Background image: Upload an image that will serve as the background to your PWA.

    • File requirements:

      • PNG or JPG file

      • 1080 px x 1920 px

      • Max size: 5MB.

    • A filter will be applied to your background image based on your Appearance section to ensure text readability.

App content

Provide additional information about your event by adding any of the following optional inputs for your PWA on the App content page.
​

Content inputs available:

  • Active message: Displayed when the Sync status is set to Active.

    • Example: "Best with headphones or a small speaker."

  • Inactive message: Displayed when the Sync status is set to Inactive. Useful to keep audience members aware of important event updates.

    • Example: "The show is 20 minutes delayed due to wind conditions. Thanks for your patience."

  • Info modal: Add extra information such as event details or sponsor acknowledgments.

  • Transcript: Include audio content text for better accessibility.

App links and QR Code

  • QR Code: Download for use in promotional materials. Your QR Code is encoded with the URL for the Live app.

  • Plain URLs: Copy links for Preview and Live environments as needed.

Manage audio

Selecting your sync method

Depending on your Show Control System, select one of the following synchronization methods. If you’re unsure of which method your Show Control System supports, contact the manufacturer.

  • UDP: Requires an Ethernet connection to your Show Control System.

  • SMPTE LTC: Requires an XLR connection via a USB audio interface to your Show Control System.

  • Manual mode: No additional hardware required. This option is useful for content like ambient soundscapes where precise synchronization is not needed.

Note: Changing sync methods requires logging out and back in to reset the configuration in the Desktop App.
​

Uploading your audio files

Upload finalized audio files to the Console in .mp3 format, ensuring a constant bitrate and a sample rate of 44.1kHz, 24-bits per sample for optimal performance.
​

Configuring your sync trigger messages

Properly configuring sync trigger messages is essential for ensuring that your audio playback is synchronized accurately with your visual presentation. This section provides detailed instructions for setting up synchronization using UDP, SMPTE LTC, and Manual Modes.
​

Configure UDP sync trigger messages

Each UDP sync message consists of three components:

  • Interactive ID: A unique identifier for the specific interactive content (e.g., DroneShow)

  • Content ID: A unique identifier for the audio or visual content (e.g., AudioClip1)

  • Play state: The action to be triggered, such as start, stop or elapsed time

See an example format below:

interactive:content:start # Start message
​interactive:content:stop # Stop message
​interactive:content:234545 # Elapsed time message

  1. Set the frame rate of the UDP timecode to match the frame rate of the visual media.

  2. Input your Port number.

  3. The UDP sync trigger messages associated with each audio file in your playlist will be populated.

  4. Copy the formatted messages back into your Show Control System.

Configure SMPTE LTC sync trigger messages

SMPTE LTC messages are structured as hour:minute:second:frame (e.g., 01:15:30:00, which represents 1 hour, 15 minutes, 30 seconds, and 0 frames). The number of frames per second (fps) should match the frame rate of the visual media for precise synchronization. Event Sync recommends 30 fps for the greatest compatibility unless a different frame rate is required by the production.

See an example format below:

  • 00:00:00:00 # Start at 0 hours, 0 minutes, 0 seconds, 0 frames

  • 01:15:30:00 # Start at 1 hour, 15 minutes, 30 seconds, 0 frames

To configure SMPTE LTC messages:

  1. Upload your audio files to the Event Sync Console.

  2. Input SMPTE LTC timecodes configured in the Show Control System alongside the corresponding audio tracks.

  3. The Desktop App, once integrated with the Show Control System, continuously receives and reads timecode streams.

  4. When the app detects a timecode that matches a preconfigured input, it triggers the corresponding audio playback.

Instructions for Manual Mode

Manual Mode is ideal for events where precise synchronization is not critical. Your team will manage synchronization using the Desktop App.
​

Using the Event Sync Desktop App

To ensure a seamless experience during your event, proper configuration of the Event Sync Desktop App is essential. This section will guide you through downloading and configuring the Desktop App to connect with your Show Control System.
​

Download and install the Desktop App

  1. Ensure your PC or Mac is connected to the internet. The Desktop App requires at least a 4G mobile dongle for a stable connection to communicate with your audience’s devices to manage synchronization.

  2. Access the Event Sync Desktop App via the link in the Console dashboard.

  3. Choose the version that matches your operating system (Windows or macOS).

  4. If you have used Event Sync before, check you have the latest app version installed.

  5. Follow the on-screen instructions to install the app on your PC or Mac.

Integrate with your Show Control System

Integrate using UDP

  1. Choose your port number

    1. In network communications, a port is a virtual endpoint that determines where data packets should be delivered. To ensure proper communication, both the UDP timecode sender (e.g., a timecode generator) and receiver (e.g., Event Sync) must be configured to use the same port number.

      1. Recommended port range: Use ports in the range of 1024 to 49151, which are designated as user or registered ports.

      2. Avoid reserved ports: Do not use ports 0 to 1023, which are reserved for system processes (e.g., port 80 for HTTP and port 443 for HTTPS) to prevent conflicts and maintain system stability.

  2. Configure the timecode generator

    1. Set up the timecode generator to send UDP packets to the designated IP address and port where Event Sync is configured to listen.

    2. Use an Ethernet cable to connect the UDP timecode generator to your network switch or directly to the computer running Event Sync’s Desktop App.

  3. Configure the Desktop App

    1. Start the Desktop App and log in using the credentials provided by Pladia.

    2. Verify the following details in the app to ensure the configuration is correct:

      1. The event name is displayed correctly.

      2. The connection type is set to “UDP”.

      3. The port number matches the port number set in the timecode generator.

    3. If any of these details do not match your expectations, verify your configuration settings in the Event Sync Console. If necessary, re-login to the Desktop App to reset the configuration.

  4. Check network and firewall settings

    1. Ensure that the firewall and network settings allow traffic through the configured port to prevent connectivity issues.

    2. If the UDP messages are not being received by the Desktop App, double-check the port number and IP address configuration on both the timecode generator and the Event Sync Desktop App.

Integrate using SMPTE LTC

SMPTE LTC requires an audio interface to convert the analog signal from the timecode generator into a digital format that the Event Sync Desktop App can process. To begin:

  1. Connect the audio interface

    1. Use an XLR cable to connect the SMPTE LTC output from your timecode generator to the audio interface.

    2. Connect the audio interface to the computer running the Event Sync Desktop App via USB.

  2. Configure the Desktop App

    1. Start the Desktop App and log in using the credentials provided by Pladia.

    2. Verify the following details in the app to ensure the configuration is correct:

      1. The event name is displayed correctly.

      2. The connection type is set to “SMPTE LTC”.

    3. If any of these details do not match your expectations, verify your configuration settings in the Event Sync Console. If necessary, re-login to the Desktop App to reset the configuration.

    4. In the Audio interface dropdown menu, select the name of the audio interface connected to your computer which matches the device that is connected to the SMPTE LTC signal.

  3. Configure your timecode generator

    1. Configure the timecode generator to use the same frame rate as the visual media (e.g., 30 fps). This ensures that the frame rate of the timecode matches the production requirements.

    2. Ensure that the timecode generator is outputting the SMPTE LTC signal through the XLR connection.

Using Manual mode

Manual mode is straightforward to operate and is best suited for events where precise synchronization between audio and visual elements is not required.

Since Manual Mode does not use a synchronization protocol, playback depends on manually starting audio tracks to align with your visual presentation. This provides flexibility and direct control over the audio content.

  1. Start the Desktop App:

    1. Start the Desktop App and log in using the credentials provided by Pladia.

    2. Manual mode requires no special hardware or setup. Simply ensure that a team member is available to manage audio playback using the Desktop App.

  2. Control playback:

    1. Choose the appropriate audio track from the Select a track dropdown menu. Changing the selection during playback will interrupt the current track.

    2. Play: Begin audio playback manually.

    3. Restart: Restart tracks as needed to maintain alignment with your visual presentation.

Testing your PWA and audio configuration

The Event Sync Desktop App allows you to test your setup before an event to ensure everything functions correctly.
​

The Preview and Live environments each have a unique URL, which can be found in the Console. Only share your Live App URL and QR Code with your audience; the Preview App is for internal testing only.
​

Switching between environments in the Select mode drop-down menu in the Desktop App determines which environment responds to your sync status and initiates audio playback.
​

Preview App

Use this mode to test your PWA setup and configuration. Only individuals with the Preview App URL can access and test content in this environment.

Content is pushed to the Preview App when you Save changes in the Console.
​

Live App

The Live App is public-facing and accessible to your audience. Ensure all configurations are thoroughly tested in Preview before switching to Live.

Content is pushed to the Live App when you Publish changes in the Console. Only publish once content is finalized and approved.
​

Managing the sync status

The Sync status in the Desktop App controls when users can engage with audio playback in the PWA. It should be carefully managed, as changes take effect in real-time.
​

Active sync status

When synchronization is active, users see the “Start listening” button on the PWA. Once clicked, audio playback begins according to the timecode and sync triggers configured in the Console.

  1. Activate only when you’re ready for the audience to begin listening. Activating too early can lead to confusion if the audio isn’t ready.

  2. Use the Active status in the Preview app environment to verify all sync messages and configurations before switching to the Live environment.

Inactive sync status

The “Start listening” button is unavailable. Users see a custom Inactive message prompting them to wait until the event is ready to start.

  1. Use this mode before you are ready to go live with your audio playback.

  2. Configure the Inactive message in the Event Sync Console to provide updates, such as if there’s a short delay due to weather.

Congratulations, you have successfully configured your Pladia Event Sync Console, Desktop App, and PWA.
​
If you run into any issues, please check out our Troubleshooting Guide for details on steps you can take to resolve problems that may arise along with when and how to reach out for additional help.
​
Should you have any other questions or require further assistance during the setup process, the Pladia Customer Success team is ready to provide the support you need. We are committed to ensuring your event runs smoothly and efficiently.

Related Articles
Pladia Empower Configuration Options
Troubleshooting Pladia Event Sync
Did this answer your question?