Digital information screens at KI

Advertising on KI's digital screens

• The screens are intended for time-limited content, such as an event, a course or a news item.
• The adverts should be made in KI's templates for digital screens, to ensure a uniform and professional expression across the campuses. The templates for the digital screens are available in PowerPoint. You can either select the KI templates directly in PowerPoint when creating a new document, or they can be downloaded. There are also ready-made templates in the PLAYipp publishing tool.
• The ads should be accessible in terms of text size, colour contrasts, etc. KI's templates ensure accessibility.
• The advert does not need to contain all the information. Instead, refer to more information on the website, for example by using QR codes or a short web address.
• Adverts must not contain text or images that could be perceived as offensive to an individual or group.

Getting help to adverte on the screens

If you are not authorised to publish on the digital screens yourself and need help with advertising, you can contact the Communications and Public Relations Office at digital-screens@ki.se, in the first instance. In some cases you can also get help locally from the communications officer or web editor at your department.

1. The Communications and Public Relations Office handles general adverts that concern the majority of KI's students and employees.
2. If you need help with an advert, you can also contact the communications officer at your department, or the responsible web editor.

For those who create and publish adverts for the digital screens

Your responsibility

If you tasked with publishing information on KI's digital screens, you must also contribute to high-quality content. The content/advertisement must comply with:

• KI's Communications Policy (in Swedish)
• KI's brand platform and graphic profile
• current writing rules (see How we write at Karolinska Institutet and Swedish writing rules)

Training and access

The Communications and Public Relations Office organises a couple of sessions per semester where you can learn how to use KI's templates for digital screens and how to use the PLAYipp tool to publish on the screens.

If you work with communication at a department, centre or other unit and want to learn how to create and publish advertisements for the digital screens, contact us (digital-screens@ki.se) in the first instance, and we will guide you. We can also help you obtain authorisation and access to a specific screen in the PLAYipp publishing tool.

Always use KI's templates for digital screens

KI's templates for adverts on the screens are adapted to comply with KI's rules on branding and graphic profile, as well as the accessibility requirements that we as a university are obliged to adhere to.

Remember that the advert should not contain all the information. Instead, refer to more detailed information on the website, for example by using a QR code or a short web address.

Templates in PowerPoint

• The templates have been created in PowerPoint and can be selected in the programme, if you are working on a KI computer. More information and instructions can be found on the Staff portal: Select KI templates in PowerPoint and Word.
• The templates are available in both portrait (1080x1920 px) and landscape (1920x1080 px) formats.
• The adverts should be uploaded to the screens in the PLAYipp tool either as JPEG, PNG or PDF.

Templates in PLAYipp

We have created new Quicknote templates directly in PLAYipp (the publishing tool) so that you can access them when you publish on your screen. The new templates are called "NY Stående helskärm" (NEW full screen portrait) and "NY Liggande helskärm" (NEW full screen landscape).

You can find more information on how to access and use the templates directly in PLAYipp on the page Create adverts for digital screens with KI's templates.

Scheduling of events

For events or other activities, the advert should be published 1-2 weeks before the date of the event or the deadline for registration.

It is also important that the advert is removed when the information is no longer relevant. In PLAYipp, you can schedule the date and time for when the advert should end up appearing, for example at midnight on the same day or a maximum of one (1) day after.

The content itself (the advert) remains in PLAYipp even after it has stopped appearing. Therefore, get into the habit of removing and deleting your old adverts.

Advertise on the screens in BioClinicum

It is also possible to advertise on screens in BioClinicum (Solna). These screens belong to Karolinska University Hospital. Your advert needs to be in landscape format (1920x1080 px), saved as JPEG or PNG, and sent to bioclinicum.karolinska@regionstockholm.se.

About the screens - the technical side

For those responsible for or ordering new digital screens

Most of the digital screens located on campus Solna and Flemingsberg are owned and managed jointly by the Property and Facilities Office and the Communications and Public Relations Office. For screens owned by and located at an institution/department, responsibility for the screen lies with the responsible manager.

The screens (hardware) are provided by Informationsteknik Scandinavia AB. Informationsteknik also oversees licences for PLAYipp (software), which is the platform KI uses for publishing on the digital screens.

Ordering a new digital screen

If you wish to order your own screen, to be placed locally at your department, division or unit, you need to contact KI's Property and Facility Office in the first instance.

A few tips before ordering a new digital screen:

1. The information screen must be connected via a network cable. Therefore, you need to check if there is a physical outlet nearby. Contact the IT support via the KI Service Portal, with information about where the screen should be placed, as well as the IP number, so that they can provide the digital screen with network. If there is no network socket nearby, a new socket may need to be ordered.
   • More information can be found on Order physical network socket page (in Swedish) on the Staff Portal.
2. Then the physical screen (hardware) with the associated PLAYipp license must be ordered from Informationsteknik Scandinavia AB at support@informationsteknik.se.
3. Informationsteknik will set up the screen and adds it to PLAYipp.

4. Once the screen is in place and set up in the system, contact digital-screens@ki.se to get the right authorisation and access in the PLAYipp publishing tool. Remember that you will need to take a training course in how to create adverts using KI's templates and how to advertise on the screens in the PLAYipp tool.

PLAYipp licences are generally for one (1) year with automatic renewal. Cancellation must be made two months before the end of the contract.