Key takeaway
Key takeaways
- Exact models, not categories, on the equipment list
- Spares for anything that would stop the show
- Power sanction plus generator changeover confirmed
- One named show-caller holding the cue sheet
LED Screen Rental: pre-show checklist
Equipment & specification
- Typical pitch confirmed: P2.6 – P3.9 indoor IMAG, P4.8 – P10 outdoor and delay positions
- Legibility rule confirmed: On-screen text height at least 1/50th of the furthest viewing distance
- Standard formats confirmed: 16:9 at 1920 x 1080 or 3840 x 2160 native, avoiding non-standard canvases
- Delay screen spacing confirmed: Additional positions beyond 70 – 80 m of audience depth
- Outdoor brightness confirmed: 5,000 nits minimum for daylight, 7,500 nits in direct sun
- Itemised list naming exact models, not categories
- Spares for mics, cables, processors and any single point of failure
Power & safety
- Venue sanctioned load confirmed in writing against the rig's draw
- Silent generator sized with automatic changeover
- Earthing check completed and logged
- Rigging certification and load calculations signed off
- Cable covers on every walkway and crowd line
People
- Vision mixer named and briefed
- LED technician named and briefed
- Signal engineer named and briefed
- Presentation operator named and briefed
- Delay position technician named and briefed
Timings
- Load-in slot agreed with the venue in writing
- Sound check and line check scheduled
- Full technical rehearsal booked with real presenters and real content
- Venue curfew and strike window confirmed
Content & handover
- Sightline study showing screen sizes against furthest viewer distances
- Switcher input and output map with the full signal route
- Presentation standards document for every presenter
- Per-position video delay sheet matched to audio arrival times
- All video, audio and slides delivered 72 hours ahead in the agreed format
What this checklist is protecting you from
What can go wrong
How we prevent it
- What can go wrong
A presenter's deck is 4:3 or uses 12 pt body text and is illegible from row twenty.
How we prevent itPresentation standards go out at T-2 weeks with aspect ratio, safe area and minimum font size, and we re-format decks on site rather than show something nobody can read.
- What can go wrong
IMAG video arrives before the delayed audio at a far position and lip-sync looks broken.
How we prevent itEach screen position gets its own video delay, measured against the audio arrival time at that exact spot during the build.
- What can go wrong
A long copper HDMI run to a delay screen works at build and drops out when the sun hits the cable.
How we prevent itAnything beyond about 20 m runs on fibre or 12G-SDI with a tested redundant path, and copper HDMI stays inside the rack.
- What can go wrong
The outdoor screen is unreadable by mid-afternoon because it was specified at indoor brightness.
How we prevent itDaylight positions are specified at 5,000 nits minimum, 7,500 in direct sun, and we check the sun path for the actual show hours at the survey stage.
- What can go wrong
The backup playback machine is a slide behind when the primary fails during a live cut.
How we prevent itMirrored machines are advanced together by the operator and tested with a live failover during rehearsal, not assumed to work.
- What can go wrong
Side screens are hung where the stage lighting rig blocks sightlines from the flanks.
How we prevent itScreen positions are set against the lighting plot and the seating plan together, with a physical sightline walk before panels go up.
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Published 2 July 2026 by the Prime AV Solutions production team.