| Supplier screening | Legal business identity | Confirm the contracting entity, registered business details, invoice entity, and receiving bank account are consistent. | Current business registration documents, signed quotation, draft contract, and bank-account confirmation issued in the contracting entity’s name. | Resolve any mismatch between the seller, contract party, invoice issuer, and payment beneficiary before placing an order. | Record the verified entity and document dates in the supplier file. |
| Supplier screening | Factory and production capability | Establish whether the supplier manufactures the quoted product, uses subcontractors, or performs only trading and integration. | Live video walkthrough or on-site audit; production-flow overview; sample work orders; assembly, aging-test, and quality-control records. | Match the audited production location and process to the entity responsible for delivery and quality claims. | For remote audits, request a live, time-stamped walkthrough rather than relying only on edited promotional footage. |
| Product specification | Pixel pitch and viewing requirements | Check the quoted pixel pitch, screen dimensions, resolution, viewing distance, and content requirements against the event or installation brief. | Signed technical specification, cabinet layout, pixel map, and sample-module inspection record. | Approve the complete display configuration in writing; do not assess suitability by pixel pitch alone. | Confirm whether the order includes the required screen area, corners, curves, or special-shaped sections. |
| Product specification | Brightness, refresh rate, and grayscale | Compare stated performance with the intended indoor or outdoor use, camera requirements, and operating conditions. | Datasheet showing measurement conditions; test report or witnessed demonstration using the offered configuration. | Set project-specific minimums and verify how brightness, refresh rate, and grayscale were measured. | Request a camera test at the frame rates and shutter settings relevant to the production, if broadcast or filming is expected. |
| Product specification | Environmental protection | Verify the claimed ingress-protection rating separately for the relevant front and rear surfaces and operating conditions. | Test report identifying the tested product configuration and the applicable IP code under IEC 60529. | Confirm the rating required by the project and whether it applies to the complete assembled screen or only selected components. | IP ratings describe protection against ingress under specified tests; they do not, by themselves, establish suitability for every weather condition. |
| Product specification | Rental cabinet and rigging system | Check cabinet dimensions, weight, locking system, alignment, handles, rigging points, and compatibility across the quoted batch. | Dimensioned drawings, cabinet and flight-case weights, rigging details, and assembly demonstration. | Verify that the design fits the venue’s access, structural, transport, and crew-handling constraints. | Have a qualified person review load and rigging information for the specific installation; do not infer safe working loads from appearance. |
| Product specification | Electrical and thermal requirements | Review rated voltage and frequency, power consumption, connectors, grounding, heat output, and operating-temperature limits. | Electrical datasheet, wiring diagram, power-distribution plan, and stated maximum and typical power figures. | Check compatibility with destination-country power supply and the event’s available electrical capacity. | Use the supplier’s documented figures and a qualified electrical designer to plan circuits and distribution. |
| Compliance review | Destination-market compliance | Identify the regulations and conformity requirements applicable in the importing and operating markets. | Applicable declarations, test reports, product labels, and technical documentation for the exact model and configuration. | Check document scope, model references, issuing body, validity, and consistency with the product being purchased. | CE is a conformity marking for applicable EU legislation, not a universal quality rating. Confirm requirements with the importer or compliance specialist. |
| Quality assurance | Sample approval | Evaluate a representative module, cabinet, or sample batch before authorizing mass production. | Approved sample record with photographs, measured dimensions, visual checks, and signed specification revision. | Define acceptable color, brightness uniformity, dead-pixel handling, mechanical fit, and labeling in the purchase documents. | Keep an approved reference sample or controlled record to support later batch comparison. |
| Quality assurance | Pre-shipment inspection and factory acceptance test | Agree what will be tested, the sampling approach, test duration, and how defects will be classified and corrected. | Inspection checklist, test videos or reports, serial-number list, defect log, and signed factory acceptance record. | Make shipment release dependent on completion of the agreed inspection and closure of critical defects. | Specify the inspection date, access arrangements, and responsibility for reinspection in the purchase contract. |
| Service planning | Warranty and technical support | Clarify warranty duration, start date, coverage, exclusions, response channels, repair process, and who pays freight and labor. | Written warranty terms, escalation contacts, service process, and stated availability of replacement parts. | Ensure terms cover the intended rental use and clearly define remedies for confirmed defects. | Do not rely on verbal assurances; align the warranty wording with the signed contract. |
| Service planning | Spare parts and maintenance | Identify recommended spare modules and components, compatibility, replacement procedure, and future availability. | Spare-parts list with quantities, part references, prices, storage guidance, and maintenance instructions. | Approve a spare-parts plan based on fleet size, event criticality, repair capability, and replenishment lead time. | Keep part references and configuration records so replacements can be matched to the purchased system. |
| Commercial planning | Quotation and scope of supply | Confirm quantities and whether the price includes controllers, processors, cables, rigging accessories, cases, software, and documentation. | Itemized quotation, bill of materials, exclusions list, and agreed technical revision. | Compare like-for-like configurations and record any optional items separately. | Check whether spare parts, packaging, inspection, and commissioning are included or charged separately. |
| Commercial planning | Lead time and production milestones | Confirm order acknowledgement, sample approval, production completion, inspection, dispatch, and document handover dates. | Milestone schedule with named responsibilities and written notification requirements for delays. | Set a required delivery date that accounts for production, inspection, transport, customs clearance, and contingency. | Request updates against milestones and confirm the schedule again before committing to event dates. |
| Logistics planning | Packaging and shipping | Confirm packaging type, case count, gross and net weights, dimensions, shipping method, and cargo-protection arrangements. | Packing list, package dimensions, shipping marks, transport documents, and packaging photos before dispatch. | Check that the planned shipment fits the selected transport mode and destination handling requirements. | Clarify responsibility for export packaging, cargo insurance, customs documents, and damage reporting. |
| Logistics planning | Delivery terms and import costs | State the precise delivery point, allocation of costs and risks, customs responsibilities, and required shipping documents. | Contracted Incoterms® rule and named place, commercial invoice, packing list, and agreed transport documents. | Use an Incoterms® 2020 rule with a precisely named place and confirm that the parties understand their respective obligations. | Import duty, tax, clearance, and local charges depend on destination rules and classification; verify them with a customs broker. |
| Payment planning | Payment milestones and risk controls | Agree deposit, production-stage payments, inspection conditions, balance due date, and the approved payment channel. | Signed payment schedule, invoice, beneficiary verification, and written change-control process for bank details. | Link payment milestones to verifiable deliverables and independently confirm any change to payment instructions. | Consider independent inspection or other suitable trade protections for higher-value orders. |
| Final approval | Document control and purchase sign-off | Ensure all technical, commercial, compliance, and delivery documents refer to the same product configuration and revision. | Approved specification, drawings, quotation, contract, inspection plan, packing requirements, and delivery schedule. | Approve only when scope, acceptance criteria, responsibilities, and delivery terms are documented. | Store the final approved document set with the purchase order and inspection records. |
