MEDO Productions — Event Scoping Questionnaire

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Event Basics

Section 1 of 13

✓ Complete

Event Name *

Event Type *

Conference

AGM

Awards Ceremony

Product Launch

Town Hall

Training / Workshop

Gala Dinner

Hybrid Event

Virtual Event

Exhibition / Expo

Other

Specify Event Type

Event Date(s) *

Get-In / Setup Time *

Rehearsal / Sound Check Time

Show Start Time *

Show End Time *

Get-Out / Strike Time *

Expected In-Room Audience *

Expected Online Attendees (if applicable)

Additional Event Notes

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Client & Contacts

Section 2 of 13

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Client / Company Name *

Primary Contact Name *

Primary Contact Role / Title *

Primary Contact Email *

Primary Contact Phone *

On-Site Contact (if different)

Who is the Decision Maker / Budget Holder?

Is an Agency Involved?

Yes

No

Agency Name & Contact

⬡

Venue Details

Section 3 of 13

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Venue Name *

Venue Full Address *

Venue Coordinator Name & Phone

Have MEDO used this venue before?

Yes

No

Unknown

Floor Plan / Room Layout Available?

Yes – will send

No

Unknown

Venue Photos

Upload as many as possible — stage area, room, entrances, loading bay, ceiling, walls

⊕Click to upload files

Any Known Venue Restrictions or Notes

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Space & Access

Section 4 of 13

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Room / Space Name *

Approximate Room Dimensions (L × W)

Approximate Ceiling Height *

Seating Layout

Theatre

Cabaret

Classroom

Boardroom

Banquet / Rounds

Standing / Reception

Mixed

Other

Loading Bay / Dock Available?

Yes

No

Unknown

Loading Bay Details

Vehicle Access to Building

Direct to loading bay

Street-side only

Underground / basement

Restricted – timed window

Other

Vehicle Access Notes

Route from Loading to Event Space

Ground floor – no steps

Lift available

Stairs only

Mix of lift and stairs

Other

Any Narrow Corridors, Low Ceilings or Obstacles?

Building Security Requirements

ID check / sign-in required

Security escort needed

Crew passes required

NDA / confidentiality on site

No photography restrictions

None

Crew Parking Available?

Yes – on site

Yes – nearby (specify below)

No

Parking Details / Location

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Internet & Connectivity

Section 5 of 13

✓ Complete

Internet Available at Venue? *

Yes

No

Unknown

Connection Type

Wired (ethernet)

WiFi

Both available

Download Speed (Mbps)

Upload Speed (Mbps)

Dedicated Line Available (not shared)?

Yes

No

Unknown

Known Firewall / Port Restrictions?

Yes

No

Unknown

Firewall Details

Should MEDO Provide Backup / Primary Internet (4G/5G)?

Yes

No

Advise me

Additional Connectivity Notes

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Power

Section 6 of 13

✓ Complete

Mains Power Available in Event Space? *

Yes

No

Unknown

Power Supply Type

Standard single-phase (13A sockets)

16A single-phase

32A single-phase

Three-phase available

Unknown

Venue Distro / CEE Form Available?

Yes

No

Unknown

Generator Required?

Yes

No

Advise me

Where Are Power Points Located Relative to Stage / Screen?

Additional Power Notes

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Audio Requirements

Section 7 of 13

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PA System Required? *

Yes

No

Does the Venue Have an Existing PA?

Yes – use it

Yes – bypass / use MEDO system

No

Unknown

Handheld Wireless Mics

Lapel / Lavalier Mics

Headset Mics

Wired / Podium Mics

Stage Monitors / Foldback Required?

Yes

No

Advise me

Audio Recording Required?

Yes

No

Hearing Loop / Induction Loop Required?

Yes

No

Unknown

Interpreter / Translation Audio Feed Required?

Yes

No

Additional Audio Notes

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Video & Display

Section 8 of 13

✓ Complete

Screen / Display Type *

Projection (front)

Projection (rear)

LED screen

LCD/plasma screens

Confidence monitors (stage)

None required

Required Screen Size(s)

Number of Display Surfaces / Zones

IMAG (Image Magnification / Camera to Screen)?

Yes

No

Advise me

Presentation Source

Client laptops (HDMI)

Client laptops (USB-C)

MEDO media server

PowerPoint (send files in advance)

Keynote

Mixed sources

Presentation Clicker / Remote

Client to provide

MEDO to provide

Not required

Video Playback Required?

Yes

No

Video File Details

Full Event Video Recording Required?

Yes

No

Teleprompter / Autocue Required?

Yes

No

Additional Video / Display Notes

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Cameras & Streaming

Section 9 of 13

✓ Complete

Camera Production Required? *

Yes

No

Number of Cameras

1

2

3

4

5+

Advise me

Camera Positions / Coverage Needed

Live Streaming Required? *

Yes

No

Streaming Platform

YouTube Live

Microsoft Teams

Zoom Webinar

Vimeo

Custom RTMP

Client's own platform

Advise me

Stream Key / URL to be Provided by Client?

Yes

No – MEDO to set up

Unknown

Stream Recording / VOD Required After Event?

Yes

No

Lower Thirds / Name Graphics on Stream?

Yes

No

Advise me

Additional Camera / Streaming Notes

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Hybrid / Virtual

Section 10 of 13

✓ Complete

Is this a Hybrid or Virtual Event? *

Yes – hybrid (in-room + online)

Yes – virtual only

No – in-room only

Remote Presenters Dialling In?

Yes

No

Number of Remote Presenters

Hybrid Platform

Microsoft Teams

Zoom

Hopin

Webex

StreamYard

Restream

Bespoke / Custom

Advise me

Virtual Green Room / Backstage Required?

Yes

No

Advise me

Q&A Moderation Required?

Yes – MEDO to moderate

Yes – client to moderate

No

Live Polls / Audience Interactivity Required?

Yes

No

Advise me

Additional Hybrid / Virtual Notes

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Lighting

Section 11 of 13

✓ Complete

Stage Lighting Required? *

Yes

No

Advise me

Lighting Requirements

Stage wash

Moving heads / effects

Followspot

Uplighting / room ambience

Branded colour / gobo

Hazers / atmospheric effects

None

House / Ambient Lighting Control Needed?

Yes

No

Unknown

Additional Lighting Notes

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Staging & Set

Section 12 of 13

✓ Complete

Stage Required? *

Yes

No – venue has existing stage

No stage needed

Stage Dimensions Required

Podium / Lectern Required?

Yes

No

Trussing / Rigging Required?

Yes

No

Advise me

Venue Rigging Points Available?

Yes – confirmed

Unknown – to check with venue

No

Branded Backdrop / Set Required?

Yes

No

Backdrop / Set Details

Additional Staging / Set Notes

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Crew & Logistics

Section 13 of 13

✓ Complete

Crew Catering / Meals on Site?

Yes – provided by client/venue

Yes – MEDO to arrange

No

Green Room / Presenter Holding Area Available?

Yes

No

Unknown

Dress Code for Crew

Smart casual

Business formal

Black (FOH standard)

Hi-vis required (get-in only)

No requirement

Risk Assessment / Method Statement Required?

Yes

No

Unknown

Site Visit Confirmed?

Yes – date TBC

Yes – date confirmed (specify below)

No – proceeding without site visit

Not decided yet

Site Visit Date

Approximate Budget (optional)

Any Other Requirements or Notes