MD&M 2027 booth video checklist

A week-by-week plan for getting a booth loop approved and onto the screen in time for MD&M West or MD&M East 2027. Use it with any video team, or print it with your browser's Print command to save a PDF.

Your dates

These assume your booth vendor wants final files two weeks before the show. If your exhibitor manual says earlier, move every date back by the difference.

8 weeks out: decide

• Pick the one thing a visitor should take away from the loop. One message, not five.
• Confirm the device's regulatory status for the show: cleared, 510(k)-pending or investigational. It decides what the loop can say. See booth videos for 510(k)-pending and investigational devices.
• Name one person who owns the script, and the reviewers in medical, legal and regulatory.
• Book review time on your reviewers' calendars now, before the holidays (MD&M West) or the end of the quarter (MD&M East).
• Lock the budget and how many screens need their own version.

Ask your booth vendor

• What screens are in the booth: monitor, portrait totem or video wall?
• Resolution and aspect ratio for each screen (for example 1920 by 1080 at 16:9, or 1080 by 1920 portrait).
• What plays the file (a USB stick in the screen, a media player or a laptop), and which file format and codec it accepts.
• Whether there is any sound in the booth, or none at all.
• The file deadline and where to send the files.

6 weeks out: send materials

• Approved labeling and claims: IFU, claims matrix or approved marketing copy.
• Footage, product photos or CAD you already have. Existing material is the fastest path.
• Brand guide, logo files and fonts.
• The booth vendor's answers from the list above.

4 weeks out: review the first cut

• Watch it with the sound off. It should still make complete sense.
• Play it on a real monitor and read it from three to six meters away. If a line is hard to read, cut words before shrinking text.
• Check every on-screen statement against your approved labeling and claims.
• Start it from the middle. A visitor walking up can arrive at any point.
• Watch the loop point. The last frame should lead back into the first without a jump.
• Collect all comments in one place, so the next round is the last round.

2 weeks out: finals

• Final files at each screen's resolution and aspect ratio, in the format the player accepts.
• Test the file on the same kind of player the booth will use, if you can.
• Record the approved version number and approval date with your review records.
• Send the files to your booth vendor and ask them to confirm they play.

At the show

• Bring a backup copy of the final files on a USB stick.
• Watch one full loop on the booth screen during setup.
• Check screen brightness under the hall lights, and that the loop restarts on its own.

Want the dates explained, or what we need from you to make the loop? See booth videos for MD&M West and MD&M East 2027 and trade show booth videos.

MD&M is a trademark of Informa. MedTech Reel is not affiliated with or endorsed by the MD&M shows or their organizer. Show dates from Informa's MD&M event listing, checked October 31, 2026.

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