Video File Handover & On-site Playback Approval
Record the checks between receiving a video and approving it for on-site playback. After a replacement, note which timing, sound and following-cue tests need repeating.
A record showing that the approved file is the one used in the playback settings and on both main and backup machines.
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 24 Oct 2026
- Use this for
- Use a row for each cue to distinguish film, subtitle and language versions and track retests after late replacements.
When to use it
Use a row for each cue to distinguish film, subtitle and language versions and track retests after late replacements.
Receipt or a laptop preview is not onsite playback approval. Example formats and durations are fictional; verify the actual playback system’s requirements.
Start with the guide: Event Video Acceptance and PlaybackFill in the template step by step
When to use it
Use when first receiving a video, revising subtitles or languages, or replacing a file shortly before the event.
What to have ready
- Cue sheet
- List of filenames, durations and versions
- Actual playback equipment and video/audio output routes
- Video and audio test records from audience positions
Record the cue ID, filename, version and duration when the file arrives.
In the playback workspace, check the linked video against the copy on the backup machine.
From audience positions, check the opening, ending, subtitles, sound and transition to the next cue.
Retest what the replacement affects, then update the approval time and versions sent to the team.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Cue ID and playback signal | Filename and version | Playback settings and file delivery | Opening, ending and duration | Video checked from the audience | Audio checked from the audience | Who received and approved the file? | Checks to repeat and person responsible |
|---|---|---|---|---|---|---|---|
| V010 / presenter says “Let’s watch” | OPEN_KO_v03_20261108.mov / media list M-v3 | SHOW-v5; files copied to local storage on A/B; received 2026-11-08 14:00 | Start 00:00; end 01:24 / 84 seconds; hold logo at end | Checked subtitles and aspect ratio from the rear / TEST-V010 15:10 | Kim checked left/right channels and opening and ending audio | Video operator Park received the file; stage manager Lee approved it at 15:20 | No revision; approved M-v3 sent to the content team |
| V020 / post-award transition | AWARD_KO_v04.mov / replacement received 16:10 | Replaced on A in SHOW-v5; B still has v03 | v03 45 seconds → v04 51 seconds; six-second change before the next entrance | End subtitle checked; playback on B and rear-seat retest still incomplete | Final audio in v04 not yet checked | File received; approval to use it held / VC02 | Content lead Choi to confirm duration by 16:30; stage manager to adjust the following cue |
| V020 resolved / post-award transition | AWARD_KO_v04.mov / M-v4 | Checked that SHOW-v6 on A/B points to the same file at 16:35 | 51-second playback; next entrance moved six seconds later / RUN-v6 | Retested A/B from rear seats / TEST-V020-v2 16:40 | Kim confirmed the ending audio does not overlap the next microphone | Stage manager Lee approved use at 2026-11-08 16:50 | Technical team received RUN-v6 and M-v4 at 16:55; v03 moved to archive |
Blank template preview
This preview shows a few rows. The downloaded file contains 24 prepared rows.
Eight columns · scroll horizontally to view the complete blank worksheet.
| Cue ID and playback signal | Filename and version | Playback settings and file delivery | Opening, ending and duration | Video checked from the audience | Audio checked from the audience | Who received and approved the file? | Checks to repeat and person responsible |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
Sources used to develop this template
EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.
- Figure 53 · QLab 5 Workspace Settings: File Management
Adapted the distinction between managed media/workspace files, backups and the actual output configuration.
- Figure 53 · QLab 5 The Workspace
Adapted checking the cue target and actual video/audio routing during handover and change verification.