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Media buying checklists

A useful specification.
A more comparable proposal.

Understand what should be confirmed for each medium. These are buyer checklists, not universal technical specifications or a live stock catalogue.

Media-planning concept with a laptop, location pins and miniature advertising formats
DESIGN CONCEPT / PLANNINGVisual notes
Lift advertisingVIEW BUYING SHEET

A poster in a lift, a door wrap and a timed screen slot are different purchases. Compare them by the actual position and agreed quantity, not a single headline society count.

Buying detailWhat a useful proposal should confirm
Placement registerSociety, tower, lift and exact inside/outside position. Ask for a current location list with a version date.
Format and dimensionsSeparate poster frames, lift-door vinyl and digital screens. Confirm usable artwork size after a site check.
Quantity and periodRecord faces or doors for static media; for screens record slot, loop, operating hours and contracted period.
Creative and installationIdentify artwork adaptations, printing/material, installation, access windows and removal responsibility.
Maintenance and changesAgree inspection frequency, damaged-media replacement, downtime treatment and any substitution approval.
Delivery recordMatch dated placement photographs to the register. Screen logs are an additional operator-dependent deliverable, not a substitute for the location list.

Occupied homes, footfall and unique viewers need separate, dated sources. Placement counts alone do not establish audience reach.

Cinema advertisingVIEW BUYING SHEET

Separate the media booking from the film or slide production. A cinema property, an auditorium, a scheduled show and an occupied seat are not the same unit.

Buying detailWhat a useful proposal should confirm
Cinema selectionCity, named property and included screens; identify multiplex versus single-screen scope and any exclusions.
Schedule and placementCampaign dates, ad duration, agreed pre-show/interval terms and the basis of the booking. Confirm film-specific promises in writing, if available.
Master and approvalsObtain the receiving operator's current resolution, aspect ratio, audio, file/package and content/certification requirements before production.
Changes and handoverSet artwork/film deadlines, version approval, trafficking responsibility and the process for creative replacement.
Commercial scopeShow media, adaptation or film production, any conversion/approval charges and applicable taxes separately.
Reporting and shortfallAgree operator-supplied campaign or playback reports, exceptions and make-good conditions. Audience/occupancy evidence needs its own source.

A test-play video proves that a creative played at that moment; it does not prove every contracted show or the number of viewers.

Outdoor, hoardings & unipolesVIEW BUYING SHEET

A site is more than a pin on a map. Its facing direction, sightline, lighting and usable display area determine what the advertiser is actually buying.

Buying detailWhat a useful proposal should confirm
Site and faceUnique site/face ID, address or coordinates, road approach, viewing direction and current photographs.
Display conditionUsable width/height, material, illumination and lighting hours where relevant; inspect obstructions and competing visual clutter.
Period and authorityDate-wise availability, supplier authority and required approvals. Owner permission and other required permissions are separate checks.
Production scopeArtwork adaptation, printing, transport, mounting, structure-related scope and removal; specify what is excluded.
Maintenance and remediesDamage inspections, light failures, replacement time, blocked visibility and approved alternatives if the site becomes unavailable.
EvidenceInstallation and close-out photographs tied to the face ID. Traffic or audience estimates require a named methodology and date.

A large road traffic estimate should not be presented as a count of people who actually saw the advertisement.

Digital screens & DOOHVIEW BUYING SHEET

Screen ownership, advertising inventory and programmatic buying are different capabilities. Start with the screen and schedule that will appear in the proposal.

Buying detailWhat a useful proposal should confirm
Venue and screenNamed environment, screen ID, indoor/outdoor position and operating area. Distinguish residential, retail, workplace and roadside screens.
Slot and rotationCreative duration, loop or share-of-time arrangement, operating hours, campaign period and delivery basis.
Creative specificationOrientation, native dimensions, safe areas, file/video requirements and audio policy supplied by the operator.
Trafficking and changesApproval, upload deadlines, version naming, time scheduling where supported and change limits.
Buying methodDirect reserved inventory or an explicitly confirmed programmatic arrangement. Targeting features depend on the actual supplier and technology.
Delivery evidenceAvailable playout records, outage definitions, exception reporting and make-goods. State separately whether any audience estimation is included.

Playback totals are not impressions. Screens with different loops and hours should not be compared using only a monthly price.

Bus & transit advertisingVIEW BUYING SHEET

Vehicle branding and terminal advertising reach people in different settings. A vehicle wrap should be scoped against identifiable vehicles and their operating areas.

Buying detailWhat a useful proposal should confirm
Fleet and operationVehicle list or agreed allocation rule, operator, routes/operating areas and expected operating days.
Branding formatSide, rear, interior or another approved position. Capture measurements and safety/visibility restrictions before design.
Access and installationDepots, installation windows, vehicle downtime, approved materials and creative sign-off.
Campaign periodInstallation schedule, start/end treatment, maintenance and how unavailable vehicles are handled.
Replacement and removalReplacement vehicle rules, damage reporting, removal and restoration responsibility.
ReportingIdentifiable vehicle photographs and agreed checks. GPS or route logs are included only where access and scope are confirmed.

Do not infer guaranteed daily kilometres, specific routes or audience numbers from a photograph of a branded bus.

Retail store audio advertisingVIEW BUYING SHEET

Buying an advertising spot inside stores is different from commissioning a retailer's own music and announcement system. Start by selecting the correct scope.

Buying detailWhat a useful proposal should confirm
Store shortlistRetailer/outlet category, city and actual included stores; confirm permission to sell advertising inventory.
Spot and languageScript, duration, language, pronunciation, voice and music usage rights.
ScheduleCampaign dates, operating hours, planned frequency and any priority announcements or blackout periods.
Creative handoverScript approval, audio specification, loudness/format requirements from the receiving system and version changes.
System versus advertisingQuote spot buying separately from device, music curation, content management or installation services, where requested.
ReportingAvailable insertion or playout evidence, outlet outages and replacement scope. Listener estimates require additional evidence.

A store's footfall is not evidence that every shopper heard the full spot. Retail audio should not be quoted as FM airtime.

On-ground brand activationsVIEW BUYING SHEET

A venue booking, a branded kiosk and a staffed customer interaction are separate deliverables. Define the interaction first, then price the infrastructure.

Buying detailWhat a useful proposal should confirm
Objective and audienceTrial, demonstration, enquiry or engagement; define who the activity is intended for and the response route.
Venue and timingNamed venue, footprint, dates/hours, entry approvals, power, water, storage and load-in/load-out conditions.
Mechanism and crewDemo or sampling flow, promoter duties, briefing, language, supervision and materials.
Product and logisticsStock ownership, transport, replenishment, hygiene/safety requirements and unused-stock return.
Lead handlingOpt-in collection, minimum required fields, handover recipient, access controls and retention instructions.
ReportingSetup photographs, activity/shift records, sample reconciliation and consented leads. Count each metric separately.

Footfall, interactions, samples distributed and qualified enquiries are different measures; one should not silently stand in for another.

Retail & point-of-sale brandingVIEW BUYING SHEET

Outlet branding is a design-and-production rollout, not just an advertising rental. Separate a fascia or display installation from permission to promote in somebody else's store.

Buying detailWhat a useful proposal should confirm
Outlet registerOutlet ID, location, contact, owner approval, site photos, access and recce status.
Measured scopeFascia, window, shelf, counter, hanging element or freestanding display; usable dimensions and fixing restrictions.
Material and prototypeBill of quantities, substrate, print/finish, illumination if any, fixing method and sample approval.
Production and logisticsArtwork versions, production batches, packaging, dispatch and installation schedule.
Acceptance and maintenanceBrand check, finish/fit inspection, snag list, repair or replacement and removal responsibilities.
Closure packOutlet-wise before/after records, approved quantities, installation acknowledgements and unresolved exceptions.

A finished mock-up is not evidence of installation. A production quote should identify material and quantity, not only a lump-sum design cost.

Wall painting & local visibilityVIEW BUYING SHEET

Painted walls, printed wall wraps and shop shutters use different materials and preparation. A route plan also needs actual approved surfaces, not only a target square-foot total.

Buying detailWhat a useful proposal should confirm
Location and permissionSurface ID, village/town/road, owner authority and other required permission checks.
Surface conditionMeasured usable area, plaster/substrate condition, preparation, moisture and obstructions.
Execution formatHand painting versus printed wrap, paint/material specification, number of colours and approved local-language copy.
Route and rolloutCluster/route, local market context, access, weather-related constraints and completion sequence.
Tenure and restorationDisplay period, repaint/repair obligations, third-party overwriting and removal/restoration responsibilities.
Proof and quantitySurface-wise dimensions and dated photographs, reconciled against the approved location schedule.

Do not claim permanent visibility or guaranteed rural reach from the quantity of painted area.

Residential society advertisingVIEW BUYING SHEET

Community media can build a presence over time; a sampling day creates a different type of interaction. Keep the two schedules and their permissions clear.

Buying detailWhat a useful proposal should confirm
Community shortlistSociety names, target catchment, approved areas and a dated source for any occupancy information.
Touchpoint selectionLift, lobby, noticeboard or permitted common area; check suitability and the actual placement rights.
Persistent versus eventPeriod for installed media, or date/time/footprint for an activation. Quote them as separate components.
Approvals and resident accessManagement permission, vendor/crew entry, resident communication rules and any required public-facing advertising approvals.
Response designCampaign-specific enquiry route, appointment/demo booking or opt-in interest collection.
EvidencePlacement register for media; activity records and consented enquiries for events. Third-party app delivery requires its own contracted report.

A community relationship does not automatically authorise every placement, resident database access or third-party app advertising.

Media planning & buyingVIEW BUYING SHEET

An integrated plan should make each medium's role visible. A longer list of placements is not automatically a better use of the budget.

Buying detailWhat a useful proposal should confirm
Commercial objectiveAudience, geography, response goal, campaign window and budget boundaries.
Role of each mediumState whether a placement builds awareness, reinforces recall, supports a visit or enables an interaction.
Comparable inventoryIdentify owned/managed versus sourced options, supplier, placement, quantity, unit, dates and validity.
Commercial comparisonSeparate media, production, installation, staffing/logistics, fees and applicable taxes; expose exclusions and changes.
Approval and deliveryWritten selection, creative and operator approvals, booking confirmation, execution and exception handling.
EvaluationPlan-versus-delivered evidence per medium, tracked enquiry sources where implemented and limitations of cross-media attribution.

Do not add reach estimates across media and call the total a unique audience unless a valid deduplication method is available.

Ad films & creative productionVIEW BUYING SHEET

A live shoot, an animation and an adaptation of existing footage have different production paths. Decide the distribution channels before the master is produced.

Buying detailWhat a useful proposal should confirm
Creative briefObjective, audience, key message, references, intended channels and agreed concept/treatment.
Production methodLive-action, interview, product shoot, animation, motion graphics or mixed media; specify existing assets versus new production.
Shoot or animation scopeLocations, cast/voice, crew, schedule, props, storyboard/animatic and client responsibilities.
DeliverablesMaster duration, language versions, captions, aspect-ratio adaptations, cutdowns and receiving-platform specifications.
Rights and revisionsUsage rights for cast/music/voice/assets, source-file inclusion or exclusion, approvals and revision rounds.
HandoverApproved masters, version naming, quality check and agreed supporting files. Media placement is a separate booking unless included in writing.

A generic "one video" quotation hides casting, music rights, voice languages, cutdowns, raw files and revisions. Define these before production.

Final sizes, video masters, audio requirements, approvals and delivery conditions come from the selected site or receiving operator. Confirm them before designing or manufacturing the creative.