Event Video Acceptance and Playback Play delivered video on the event PC and check the audience screens and speakers. Test from the start cue through the final screen change, then identify the file approved for playback. Author: EVENTODIT Editorial Team Published: 2026-10-20T17:01:00+09:00 Updated: 2026-10-27T10:50:00Z Original URL: https://eventodit.com/en/stories/presentation-video-playback-handover-check.html Practical summary Key decision: Approve only the file tested for start, finish and sound on the final PC and venue outputs. Responsible roles / intended readers: Video, sound and show operations teams Record / next task: Video delivery list, site acceptance checks and version-specific playback approval sheet Basis of information: Practical decision guide Editorial review: 2026-10-20 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. Practical workflow · Parallel work Check picture and sound after receiving the file Start: Check file and show conditions Compare filename, version, duration, encoding, content intent, start cue and end screen Parallel items: - Check video output Video lead: final PC, slide show, aspect ratio, cropping, captions, start and finish - Check sound output Sound lead: voices and channels through actual venue speakers and routing Check the parallel items together before continuing After the join: Approve playback Combine parallel checks; record approved version, owner and time 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. Practical workflow · Decision Retest the revised file 1. Receive revision Record changed scope and new version 2. Check impacts Compare duration, cue sheet and connection route 3. Retest the changed file Check start, finish, audio and venue output Decision question: Did the retest items pass? [Error or untested] Hold approval and correct Correct changed scope, files or paths, then retest. [Verified] 4. Reapprove and replace Update final folder and approval list Note: Retain the previous version separately. Retest linked paths if filenames or folders change. **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. Application conditions Format guidance concerns PowerPoint. Confirm supported specifications for dedicated media servers or other players with the technical lead. Unconfirmed information No universal resolution or frame rate is specified; technical personnel must confirm signal standards and on-site settings. Sources Microsoft Support — Video and audio file formats supported in PowerPoint: recommended H.264/AAC MP4 format. Checked 2026.10.20. https://support.microsoft.com/en-us/powerpoint/video-and-audio-file-formats-supported-in-powerpoint Microsoft Support — Insert and play a video file from your computer: embedded and linked video, and start behaviour. Checked 2026.10.20. https://support.microsoft.com/en-gb/powerpoint/insert-and-play-a-video-file-from-your-computer Microsoft Support — Insert a video from YouTube or another site: internet connection and limits on playback features. Checked 2026.10.20. https://support.microsoft.com/en-us/powerpoint/training/insert-a-video-from-youtube-or-another-site