Festival screen planning checklist for Ottawa outdoor events

Site and logistics checklist

Power source
- Is there a permanent power feed on-site, or do you need a generator?
- What is the amperage? Our standard outdoor rig draws 40–60A at 208V.
- Is the power within 100 ft of the screen position, or do you need cable runs?
- If generator: diesel or propane? Noise restrictions near residential neighbours?

Ground surface and rigging
- Is the surface level? Uneven ground requires levelling plates and adds setup time.
- Can ground anchors or ballast be used? Some parks prohibit staking.
- What is the maximum wind load spec for your event permit? Our rigs are rated to 90 km/h wind speed.
- Is there overhead clearance? Power lines, trees, and overhangs all affect positioning.

Viewing distance and screen size
- What is the furthest expected viewing distance?
- For outdoor events, we use a minimum of 1:12 ratio (screen height in metres to viewing distance in metres).
- Daytime outdoor events need higher brightness — confirm whether your event runs in full sun.

Load-in access
- Can a 20-ft cargo van access the screen position?
- Is there a defined load-in window? Ottawa park permits often have strict access times.
- What is the rain plan? We need a confirmed alternate location or cancellation clause.

Content and technical checklist

Source signal
- What is the signal source? Laptop HDMI, broadcast feed, or both?
- For live sports screening: is this an IPTV stream or a broadcast signal? Latency matters for crowd reaction.
- Is there a backup content source if the primary fails?

Audio coordination
- Is a PA system on-site, or do we supply it?
- If supplying PA: what is the expected audience footprint and ambient noise level?
- Is there a noise exemption on your permit? Ottawa bylaws require it for amplified sound at special events.

Permit and insurance
- Does your City of Ottawa special event permit cover a temporary display structure?
- Minimum $2M liability coverage is required for most Ottawa park permits — confirm your certificate is current.
- If the event is on NCC land (e.g., Confederation Park, Major's Hill): NCC has its own permit requirements separate from the city.

Timeline checklist

| When | Action |
|---|---|
| 8+ weeks out | Confirm site, power source, and permit status |
| 4 weeks out | Final screen position confirmed, signal source confirmed |
| 2 weeks out | Final content files or stream URLs delivered |
| Day before | Site survey and power test if possible |
| Day of (3+ hours before open) | Load-in, assembly, signal test, brightness calibration |
| 30 min before open | Final check: signal, audio, rigging, weather |

What Ottawa weather means for outdoor events

Ottawa summers are beautiful and unpredictable. We've run events in 35°C heat waves and surprise afternoon thunderstorms in the same week. Our standard outdoor panels are IP65-rated (rain and dust resistant), but lightning protocols require powering down if lightning is within 10 km — build that into your contingency plan. Have a clear decision point: if weather cancels before X time, what happens?

Talk to us early on outdoor events. The more lead time we have, the better we can plan for site-specific challenges.