Screen Playback Equipment Selection and Acceptance: A Guide by Role

Part 1. Planning and Procurement Lead

"More important than equipment specifications is whether the audience in the back row can read the actual material."

• Set equipment criteria according to purpose: First define whether the event's visuals are simply for atmosphere or for presentations containing small numbers and text that must be read.
• Prepare test material for the worst case: When sending material to the supplier for an equipment test, provide a page with the smallest-font table or subtitles that will be used during the event, rather than the most beautifully designed screen.
• Do not rely blindly on specifications; agree on acceptance criteria: Specification sheets and sample photographs cannot fully substitute for the actual environment. Before ordering, agree with the video lead on clear, visually verifiable acceptance criteria, such as "the key table can be read from the back row."
• Order based on common conditions: When comparing LED and projection equipment, give rental suppliers the same assumptions for both systems, including the scope of the order, installation conditions, and operating hours, so that the proposals can be compared accurately.

Part 2. Video and Technical Director

"Brightness does not guarantee a workable installation. Calculate the space's infrastructure first."

• Calculate the relationship between projection lens and space: The projector model's specifications, lens type, throw distance, and screen size must work together. Even with the same screen size, feasibility depends on the installation position. Mark the beam's projection path on the plan in advance and check that lighting, stage elements, and people's routes do not intersect it.
• Obtain approval for LED support and electrical conditions: A bright, clear screen is of no use if its support cannot bear the load or the power supply is insufficient. Confirm operating conditions in advance with the facility manager—including support for the LED panel load, the power required to run it, and controllers—and obtain formal approval.
• Check environmental factors at the event time: Conduct the on-site test at the same time of day as the actual event to determine precisely how incoming daylight and the venue's ambient lighting affect screen visibility.

Part 3. Floor Operations and Stage Manager

"There will always be blind spots in the audience's view. Walk around and check them yourself."

• Check sightlines from several angles and seat positions: Do not check only from center stage or the best seats. In the front rows, check whether pixel pitch is conspicuous, whether the screen is too high, and whether heads in front obscure subtitles at the bottom. From the rear, check that the smallest information remains clear and legible; from the sides, check for obstructed seats where columns or speaker towers block the screen. Mark all these positions clearly on the plan and repeat the checks with the same material displayed.
• Consider adjusting content before replacing equipment: Do not immediately switch to more expensive equipment or a larger screen when visibility is poor. First try increasing font size, reducing the amount of text, and adjusting the screen layout, then check the revised material again. Only if the problem remains should you discuss changing the screen position or equipment with the video lead.

Final check before use: Before each team's staff and the video system are brought into the venue, check to ensure that no sightline review or equipment procurement items identified in this manual have been missed.