How to Rent LED Screens for Your Event: A Detailed Guide

There is no doubt about it – any event looks better with a LED screen. These screens have pretty much revolutionized the way display works, and they’ve made it incredibly easier for anyone to showcase their content and engage with a crowd. 

That said, LED screens also come at a pretty penny. And, if you’re going to be having a one-off event, then it might not make much sense for you to purchase one. This is why many people look out for LED walls for rent. 

In this article, we’ll look at the dynamics of renting LED screens and explain everything you need to know before making a rental.

Table of Contents

Why Every Event Needs An LED Screen

There’s no doubt that LED technology has become very popular. These screens use light-emitting diodes (LEDs), transforming the way we engage with content in different forms.  

When you’re looking for a screen at your event, it’s easy to see what you need. You want something that’s bright and which will offer a crisp display. And, LEDs do exactly that – plus, they have the added benefit of being energy-efficient, so you also save a lot on costs and power use. 

Still, all of this doesn’t capture the full essence of LED screens. Besides what we know, these screens also provide these benefits: 

Strength: LED screens last longer than most other display technologies. So, if you’re having an event that spans multiple days, you can rest assured that they will work for you. 

Thin and Lightweight: Most LED screens are also light and thin. So, if your venue isn’t so large or you have a lot to fit into the space, you can count on these screens to still work.

Flexibility: You also enjoy optimal flexibility with LED screens since they work with curved LED tiles. As such, you have different options to choose from – which we’ll look into later.

Environmentally Friendly: Worried about the effect of your display on the environment? Well, don’t be. LED screens have a minimal effect on the environment since they consume low power and last longer.

Improved Connectivity: You get different connectivity options with LED screens. You can have HDMI, DisplayPort, and even wireless connection options. So, if you have a device where you need to stream content from, you can easily do that.

As you’d imagine, LED screens work in different applications. However, for this article, we’ll examine their functionality for events.

What Types Of LED Screens Can You Rent?

So, we already pointed out the fact that you need an LED screen. But, this isn’t a decision you want to take lightly. Since there are so many options available, you want to make sure that you take your time when deciding. 

So, which option should you pick?

  • Location-Based Displays: The fundamental breakdown of LED screens is the indoor vs outdoor LED screen debate. You can get an indoor screen if your event is to be held in an indoor location, or an outdoor one if it’s an outdoor event. 
  • LED Display Panels: These panels are flexible, allowing you to personalize them based on your requirements.
  • LED-Enabled Billboards: These are large-format LED screens that you can use to show content and ads. 
  • LED Stage Screens: Without question, one of the most popular event solutions is LED stage screens. An 8 x 10 LED screen for your stage can enhance the experience of your performance, concert, or theatrical event.
  • LED Video Tiles: Although they might not be among the most well-liked options, they are ideal for use in exhibitions. They are more compact and are simple to arrange in various positions. 

LED Display Rental Pricing: Working Out The Budgeting Needs

When looking for an LED screen wall rental, it is only right that you have a budget to follow – after all, everyone wants to make sure that they save as much money as possible. To that end, here are a few tips that can help you to properly optimize your budget across all points: 

Define Your Requirements

The first thing you need to know when optimizing your budget is what you need itself. At the end of the day, there’s no point making a massive payment for a product that you won’t use. So, consider your requirements and choose a screen that fits these specifications. 

Set a Realistic Budget

You should also be clear when it comes to budgeting. How much can you afford, and how much can you allocate to the screen rental process? Before even looking for a LED panel rental price, you need to know how much you’re willing to part with. 

Compare Rental Companies

It’s always a good idea to look through different LED screen rental companies. Examine the LED panel rental price of each, their additional offerings, and their reputation. As long as you can find a company that offers the right tools at the right price, you shouldn’t have a problem. 

Consider the Rental Duration

Examine how long you’d need to rent the LED screen. Most LED walls for rent are calculated based on the duration, so you want to make sure that you have a proper handle on how long you want to rent the screen itself. 

Using Source Content Effectively

From a content standpoint, you also need to ensure that you have everything you need. Whether it’s a graphic, a text, or a video, include the cost of creating or importing content in your budget. 

Consider Technical Support

You can also assess if you need any technical support during the event. Some rental companies will provide on-site technicians and more who can help you troubleshoot any potential issues as time goes on. 

Transportation and Logistics

Then, there is the cost of transportation – if the LED screen will need to be moved to a remote location. Plan and budget for the logistics, and you will be able to save as much money as possible in the long run. 

Account for Contingencies

A small portion of your budget should go to emergencies and unexpected expenses. Equipment can fail, inclement weather can put a hamper on your logistics, and more. Whatever it is, account for it and ensure that you have the money to pay for it. 

Post-Event Dismantling

Once the event is done, plan to dismantle and take the screen back. Besides ensuring that this is done promptly, also see to it that you have the money to handle it. The last thing you want is to be caught unawares.

How To Find LED Screen Rental Providers

When you think, “I want to rent a video wall,” one of the things you need to keep in mind is that there are several companies around looking to meet your needs. Generally, you can follow some of these steps to ensure that you get the right rental providers:

Online Search

As with pretty much everything, you want to start with the internet. Check on Google and be careful with keyword searching to ensure that you can find the right company. Just as well, look into the right vendors for your location.

You can also search social media platforms like LinkedIn and Facebook to see if you can find any leads. Or, look through industry-specific sites to determine if any company is available close to you. 

Event Planners and Organizers

If you’ll be working with organizers and event planners, then you want to make sure that they have the right experience with different vendors. Your job is to make sure that you can use this experience to work for you, and you can ask if they have suppliers that they want to work with. 

Industry Associations

Look if there are any industry groups or associations that are related to your event or industry. 

Referrals

If you don’t find any leads on that end, then you could ask your friends, colleagues, and acquaintances. You should never discount the value of first-hand recommendations. 

Online Directories

You can also look for online directories or listings for service providers. Different websites allow you to connect with rental services directly, and you can easily find out what they want. 

Read Reviews

Once you’ve managed to identify potential rental providers, check their testimonials and reviews. Seeing what previous clients have had to say about them is a sure way to predict how they’ll serve you too.

Check Company Websites

You can also check the websites of the service providers to learn more about what they offer and what you could benefit from them. From the types of LED screens they offer to their price quotes check out everything there is to know about them. 

Visit Showrooms

If the possibility arises, visit every rental provider’s showroom to see the screens they have. This allows you to make proper assessments of the quality of what they’re offering.

Inquire About Technical Support

Most LED screen companies offer technical support as add-ons. These ensure that your event runs smoothly, and you can also get a great deal of additional value from them. 

Insurance and Permits

Your rental provider will also need to provide information on insurance coverage. Talk to them about this, and make sure you get permits where necessary too.

Finalize the Rental

Once you can find a reputable rental service that checks your boxes and offers a good rate, go with them. At NSE LED Cloud, we can easily help you with this. Reach out to us today, and let’s help get you the perfect LED screen.

Selecting the Right LED Screen

We already looked at the different types of LED video tiles and screens available. Now, let’s examine what you need to know to make a decision. 

Event Type and Purpose:

First, you want to consider the event itself and what you’re trying to achieve. Is it a conference? A sporting event? A concert? What is it? 

Different screen types work for different events. So, getting an interactive LED wall experience for museums and exhibits might not be the same as getting a screen for a concert. Determine what you’re trying to do, and get a screen that can help you. 

At the end of the day, the type of screen that works for a concert will be different from getting an interactive LED wall experience for museums and exhibits. So, understand the event you’re going for and what you need, then find an LED screen that offers that. 

Venue and Location

Next, look into the size and layout of the venue – as well as the location. If it’s an outdoor location, for instance, then you would most likely need a screen that offers weatherproof functionalities and high brightness. 

Screen Size and Aspect Ratio

Find out the ideal aspect ratio and screen size for your event space. Look into the viewing distance, the number of attendees, and more. At the end of the day, you want a screen that everyone can see across the board.

Resolution and Image Quality

The right screen for you will also have an appropriate content resolution. If your event has detailed visuals, then you might need a higher resolution. 

Brightness:

Before you select an LED screen, you want to make sure that the venue has sufficient ambient lighting. If it’s an indoor location with a well-lit environment or an outdoor location, then you will need an LED screen with enough brightness and visibility. 

Pixel Pitch

The pixel pitch is the distance between individual LEDs available on the screen. When you have a small pixel pitch, resolution can be optimized as much as possible – so, close viewing is more convenient. 

Viewing Angle

The best LED screens will most likely provide broad viewing angles. This way, attendees will be able to see the content regardless of the angle where they are. 

Content Requirements

You want to keep an eye on the type of content you’re displaying. If your event involves high-definition video or fine details, then you might need to select a screen that is able to properly handle it. 

Rental Budget

As we explained earlier, you want to make sure that you can afford the screen in question. Watch your spending limits and explore any options that fit within your budget.

Installation and Setup

Examine the installation steps and any possible space constraints. As long as the LED screen can be set up in the event location, you should be fine. But, you also need to account for costs and logistics. 

Power and Electrical Requirements

Go to the venue and check its electricity infrastructure. If it can support your screen, then you’re good to go. But, if it can’t, then you need to account for that in your plans too.  

Technical Support

If you need additional technical support throughout the event, then add that to your plans. Ideally, your manufacturer should be able to help you out. But, if that isn’t the case, then you might need to work with an external contractor. 

Insurance and Permits

Your rental provider should be able to offer insurance coverage to protect you from any liabilities. Ask for that before the event and ensure that they have the right permits.

Contingency Plans

Finally, make space for unforeseen circumstances in your plant. Equipment failures, content mishaps, etc. tend to happen a lot. As much as possible, ensure that you’re not caught off-guard.

Common Mistakes To Avoid When Renting A LED Screen 

When renting an LED screen for your event, you’ll essentially be making a major investment. And, as you can imagine, the objective for you will be to ensure a smooth and successful experience. This will mean looking out for some major mistakes and ensuring that you don’t make them:

Not Defining Your Event Requirements:

At a very early point, you need to define your event’s requirements – LED wall panel sizes, screen resolution, technical specifications, and more. The last thing you want is to choose the wrong screen.

Choosing the Cheapest Option 

It can be alluring to just go for the cheapest option and let it be. After all, you just want to get an affordable LED video wall rental for small business advertising. But, you’d be shooting yourself in the foot here. At the end of the day, quality should be your biggest priority – not cost.

Neglecting Venue Considerations

Besides the technical specifications of the screen, you also need to make sure that the venue is optimized. From the layout to the size and ambient lighting conditions, ensure that you consider all of this when choosing a screen.

Not Considering the Viewing Angle

If you want your attendees to have a perfect view of your screen, then you need to ensure that you consider the viewing angles. 

Overlooking Content Requirements

When you don’t consider the type of content you’ll be displaying, you could end up selecting a screen with an insufficient pixel pitch or resolution. This means that your content will appear blurry or pixelated. 

Rushing the Selection Process

Making hasty decisions without doing your research will never end well. So, take your time to check different rental providers, check reviews, and compare quotes before you make a decision. 

Not Reviewing the Rental Agreement

Before you sign the rental agreement, go through it thoroughly to see that it covers everything. 

Neglecting Insurance

You should inquire about insurance from the company that rents out LED screens. You avoid a lot of potential liabilities by doing this. 

Not Preparing for Emergencies

You should also take into account conceivable unanticipated events when it comes to LED screens. 

Critical Technical and Logistical Considerations

Devices with LED screens can be demanding. And in order for them to function as they should, you need to take into account a number of factors: 

  • Requirements for Power: You must first confirm that there is no power issue. Verify that your screen can be supported by the venue’s electrical system. You could even need to purchase a generator as a backup in some circumstances.
  • Cabling and Connectivity: Write down a list of all the cables you need, and ensure that you get them all. 
  • Content Compatibility: Simply put, your LED screen should be able to display the content. Otherwise, you won’t get enough value for your money.
  • Sound System: Check if the screen you’re renting will come with a sound system. If it doesn’t, then make sure that you have enough sound quality for the event. 
  • Technical Support: As expected, you need to iron out technical support details with your rental service provider. On-site or remote technicians should be available to help you troubleshoot any challenges.
  • Venue Logistics: Ideally, you should coordinate with the event venue managers regarding logistics. Find out the load-in and load-out times, possible restrictions to access, and the availability of any required facilities. 
  • Transportation: Also, draw up a plan that handles LED screen transportation to and from the event venue. Understand the size and weight of the equipment, as well as the availability of suitable vehicles.
  • Permits and Insurance: Before you install the screen, double-check for any permits you might need. You have to verify as well that the rental provider has the right insurance coverage going forward.  
  • Weather Contingencies: For outdoor events, always have a plan for rain and inclement weather. You might need to get rain covers – or simply make sure that your LED screen has waterproof capabilities.

A Guide To Setting Up Your LED Screen

With everything that’s been said, you should be comfortable enough to go about the rental process and ensure that there are no hassles. However, you also need to understand how the rental process works generally. 

Here is a breakdown of steps you can follow to get this done: 

Pre-Event Planning

First, you need to make sure that you have everything set out before the event itself. This means determining your screen requirements, inspecting the venue to ensure compatibility, and working out the rental agreement with the LED screen rental service. 

Coordinate with the Rental Provider

You also need to share the technical requirements with the rental provider and ensure that you have all the details set. From there, the screen can be delivered to your venue and you can begin with the major work. 

Electrical and Power Preparation

As explained earlier, you need to ensure that the location has the right electrical infrastructure to support your LED show screen needs. If necessary, coordinate with an electrician to get things done right. 

If you’re handling an outdoor event, then you might need to get a backup power generator too. 

Site Preparation

For site preparation, you need to plan the LED screen’s placement within your event space – while considering audience sightlines and any other possible obstructions. 

If needed, check for support structures as well – truss systems, rigging, and more – that can help ensure security in screen mounting. 

Connectivity and Testing

Connect the screen to the content source and verify that it is compatible with the display. 

Test the entire setup to make sure there are no technical issues and the screen works as it should.

Sound and Audio Setup

Your LED show screen won’t work on its own – you need a strong sound system. So, ensure that the audio system fits your screen and that the sound is of good quality.

Visual Appeal

Manage and hide your cables to maintain an organized work area. For outdoor events, remember that you might need to add some weatherproof enclosures or covers to project the LED screen from weather elements. 

Final Checks

Run a final check to ensure that everything works as it should. From the audio to power connections to content playback and more, ensure that everything is up to code. 

Event-Day Operations

Now that you have your screen ready for the event day, ensure that you have the right staff on hand to handle anything that needs taking care of. And, as explained earlier, it always works if you have a professional to handle support and troubleshooting. 

A Checklist For Managing the Event 

Finally, to ensure that your event goes as planned, you want to make sure that you implement several strategies. Here are a few things you might want to set up while the event runs – as well as after the event itself:

  • Troubleshooting and On-Site Support: As we just mentioned, you should make sure that you have someone on hand to assist with troubleshooting when necessary. Having someone on hand to assist is essential when making plans for unforeseen events.  
  • Coordinating & Content Scheduling: The next step will be to make sure that everything is correctly organized since you already have the content you want to offer. Your job will be much easier if you are organized. 
  • Watching For Technical Problems: Always be on the lookout for unexpected obstacles that could appear even as the event is going on.  

Conclusion 

A LED screen will without a doubt be crucial to your success if you want to organize an event. Having said that, it’s crucial for you to make sure that renting an LED screen goes successfully. 

Please get in touch with us at NSE LED Cloud if you have any questions or if you’d like to rent an LED screen. We would be more than pleased to assist you. 

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