Event Video Acceptance and Playback

Part 1. Planning and Procurement Lead

"Agree the file format for the playback software, not just a specification sheet."

• Agree the playback software and delivery specifications: Requirements differ depending on whether video is embedded in PowerPoint or played through a dedicated media server or separate player. Do not simply write 'MP4' in the delivery requirements. Agree the resolution, frame rate and audio channels with the on-site systems supplier and request them clearly from the production company.
• Check the packaged files containing video: If video is linked to PowerPoint as a separate file, moving it to the event PC can break the path. For acceptance, request the entire delivery folder containing the presentation and its linked video files, rather than only the presentation file.
• Obtain an offline playback file: Online video links, such as YouTube, may fail depending on the venue's internet connection, and editing features such as trimming or fading may not apply. Obtain an actual video file that can play offline as a fallback in advance directly from the rights holder or provider.

Part 2. Video and Audio Director

"Do not approve event playback based only on editing-PC speakers and a preview screen."

• Check the final outputs offline: Do not approve event playback just because the editing PC screen or monitor speakers showed no problems. Connect the full switcher, converter and cable path and check the actual output on audience speakers and the main LED wall or screen in full-screen or slide-show mode.
• Set the start cue and end screen: Confirm that the video playback cue in the cue sheet, such as waiting for a click or automatic playback, matches the actual PowerPoint setting. Set up the screen that follows the video in advance, such as an intended black screen or standby logo.
• Verify the complete playback duration: For important videos, play the entire file from the first frame through the final screen transition and check for freezes, missing audio, cropped captions and other errors. Test the backup PC with the same files and settings as well.

Part 3. Floor Operations and Stage Manager

"Without version control, a carefully checked rehearsal can be rendered useless."

• Manage file versions and approval history: If a video is revised during rehearsal and a new file arrives, do not simply overwrite the previously approved file. Record the new version and check time in the filename, and separately identify on the checklist or on-site playback approval sheet which file completed final on-site checks and was approved.
• Fully retest revised files: If a file is delivered with changes to video format or duration, repeat the entire acceptance process from the beginning, including start, end, audio and on-site outputs.
• Update the cue sheet when duration changes: If a video revision makes playback longer or shorter, it directly affects the cue timing for the next programme item. Update the running cue sheet immediately and communicate the changes to the relevant staff.

Final check before use: Before the event starts, conduct a final cross-check to ensure that the video delivery list, final approval of revised files and the main and backup PC update status are recorded without omissions.