Knowing how to rent LED screens for your event can help you pick the best provider for your needs.

How To Rent LED Screens for Your Event in 4 Easy Steps

LEDs are popular nowadays due to their multiple users and capabilities. They are a favorite among event organizers and manufacturers because of their brightness and crisp display. LEDs are perfect for events because they enable event organizers to add more design and flair to the venue. It also makes venues more vibrant and pleasing to the audience’s eyes. In this article, we’ll teach you how to rent LED screens for your events. We’ll start with determining your purpose until the final selection process.

Step 1: Knowing How To Rent LED Screens for Your Event Starts With Determine the Purpose

Before making a buying decision, we highly recommend determining your purpose in renting an LED screen. Knowing your purpose can help you get a more focused approach when looking for LED screens for rent. Here are some things you may want to consider.

Reasons To Rent an LED Screen

To help you determine your purpose, let’s first go over some reasons why renting is a better option:

  1. Affordable and requires zero investment: Renting is a good choice if you’re unwilling to invest a sizable amount. Compared to buying, renting an LED for several hours is much cheaper, especially if you’ll only use the LED for one time. It’s best to rent LED screens for events and occasions that don’t happen many times a year. However, we’re not stopping you from buying if you have enough disposable income to spare. But for practicality’s sake, renting is the more affordable alternative.
  2. Access to support: When you rent LEDs, the rental company will most likely send personnel who will handle the technicalities involved in using the LEDs. These personnel can assist you in connecting your personal interface to the LED so that you can control what’s on the screen. And in case problems arise, they’ll be there to troubleshoot it.
  3. Free setup: Renting LEDs means that the rental company is responsible for the setup. Whether the LED needs to be mounted or raised higher from the ground, that’s the least of your worries. If you’re an event organizer, the rental company will do the setup while you focus on the most important things.

And to top it all off, LEDs are energy-efficient. It consumes less energy than traditional displays, making it a good choice for long-term use. It’s also a good pick if you’re championing environmental causes because LEDs have less carbon footprint than traditional LCDs. 

Determining the Purpose of Renting

Now that you know the reasons for renting, let’s determine your purpose.

  • Will you show images, videos, or slide deck presentations?
  • Will it be used only for backdrop design and flair?
  • Will you use it to project a close-up shot of the people on the stage so that the people at the back can see it?
  • Is this an indoor or outdoor event?
  • If outdoors, where will you hold the event?
  • If indoor, how big is the place? Is it a theater, auditorium, conference room, classroom, or gymnasium?
  • For outdoor sporting events, where do you intend to place the LEDs? Will they be placed overhead or as a parameter around the court?
  • How big of a screen would you prefer?
  • Are you planning to advertise indoors or outdoors?
  • If indoors, where do you intend to place the LEDs? Are you planning to have an LED on a vertical stand, on the wall, on the sides of the stairs, or overhead?
  • If outdoors, is there a place in mind? Does this place have high foot traffic?
  • What kind of ads are you planning to project to the screen? 
  • Are you planning to use the LED screen just outside your main place of business?
  • Do you want the LED screen to be interactive or a touch screen so people can interact with it?
  • Is this a musical or dance performance?
  • If musical, what’s your plan for the LED screen? Will it improve the visuals of the stage? Will you use it for close-up shots?
  • If a dance performance, how will the LED screen aid in improving the quality of the performance? Can the performers use it to play special background effects?
  • How will dynamic backdrops improve the overall experience of the concert?
  • What kind of information are you planning to project on the screen?
  • Is it more of a wayfinder or guide for people?
  • Do you intend to use it for announcements or notices?
  • How will the LED screen be better for this kind of use case?

Location of the Event

The event location poses logistical concerns, especially if it’s outdoors. Indoor and outdoor use of LED screens are different in terms of what’s needed. Typically, outdoor locations require more setup and assembly than indoor setups. It’s because proper coverings, casing, or protection must be placed on each LED panel to protect it from light rain, dust, and other external elements. For indoor use, protective measures are needed.

Why do indoor and outdoor matter? Primarily because of the kind of LED panel. For outdoor use, you’d want a brighter LED rental that can reach up to 4,000 nits peak brightness so it can be viewable even under harsh sunlight. Indoor screens don’t need to be bright. Optimal brightness is needed for indoor use because there’s no harsh lighting. As long as the screen is viewable and crystal clear from a distance, minimal nits brightness is good.

Knowing how to rent LED screens for your event can help you achieve the kind of venue you want similar to this image.
LED Screens in an Event

Another thing to consider is pixel pitch. For indoor use, you’d want a smaller pixel pitch so that images appear clear and crisp. In an indoor affair, it’s expected that people are closer to each other and to the stage where the LEDs will be placed. A smaller pixel pitch won’t affect the viewing experience even if you’re closer to the screen. Whereas in outdoor use, a larger pixel pitch is ideal since it will always be viewed from a distance. Images and videos won’t appear pixelated because the intended audience won’t have a close-up look at the screen.

In an indoor setup, the size of the LED matters a lot. Why? It’s because the size of the venue may limit the size of the LED screen. If the venue is small, the LED screen may not be a big as you want it to be. Moreover, stacking up LED panels requires some kind of supporting bars that also occupy space. Hence, if you’re using an LED screen for an indoor event, survey the venue first to check if it can accommodate large screens.

Power Supply

The major concern for outdoor displays would be power supply. Indoor use don’t have to worry about this because outlets are usually present in these areas. But for outdoor use, you’ll have to ask the venue owner if there’s a power supply nearby. If there is none, you may also consider power generators, which is an added cost on your part.

However, if an outdoor venue is open for events and celebrations, the owner must have thought of power supply issues. It’s likely that they’ve got you covered in this regard. We recommend coordinating with the venue or organizer for power supply concerns before renting an LED screen. It’s best to get that sorted out first before everything else.

Audience Size

The audience size dictates how many LEDs you need to rent. Say you’re organizing a concert or live performance that expects a crowd of around 5,000, you need to have multiple LEDs around the venue so that people far from the stage can still see the performance. An LED screen must also be crisp enough even if viewed from afar. You need to carefully coordinate with the rental company for the different qualities of LED panels.

Step 2: Set a Budget

After you’ve determined the purpose, you can start setting a budget. A budget helps you allocate resources and better gauge how much you can afford. Setting a baseless figure (e.g., $1,000) won’t help. You need to be precise and particular in your budget. Here are some things you need to figure out before you go into the financial aspect of budgeting.

Conduct Research From Nearby Rental Companies

Go to the websites or social media pages of LED rental companies and look for their offerings. They’ll mostly likely show their recent clients and a catalog of their products and services. Take note of what you see on their websites or social media pages. Jot down notes if necessary. You’ll need this information once you visit their store.

Assess the Possible Costs

What are the possible costs of your needs? Enumerate all the costs you can think of so that you can easily budget for how much you need. Here are some pointers you need to look at:

  • Number of hours that you’ll need the LED
  • Type of LED that you need (outdoor or indoor)
  • Screen size and resolution
  • Number of LED setups you need for the event
  • Logistical costs such as transportation and installation (assuming the rental company doesn’t shoulder these costs)
  • Additional cost for securing a power supply or expected cost of electricity usage for the duration of the event

Complete Your Budget

Make calls to some rental companies and ask for their rates. There’s no need to visit their store yet. You’re just setting estimated rates here for basis. For instance, if the average hourly rate is $200, you can set the rental LED budget at $200. However, we recommend placing a ceiling figure. Though we’ve set $200 as the average, how high can you still go? Can you still afford it if it’s $250 or $300? What if it’s $400? Determine your ceiling amount so that you have an allowance between $200 and the ceiling amount.

With a ceiling amount, you won’t go above your means. You can conveniently ask for LED screen prices and determine if it’s within your budget. However, we still recommend bargaining lower rates if you can. If $200 is already a bargain for the rental company, try negotiating at least $250 or $275. Use your negotiation skills here so that you can get the best price. Now, do that for all other expenses you expect for the event. Set the ceiling amount so that you have leeway for different price offers.

Step 3: Window Shop LED Rentals

Now that you have a budget, you can window shop for LED rentals. Now’s the time to go from store to store to inquire about their LED rental services. Say we skipped steps 1 and 2, and you go directly to a store. It’s possible that you’ll grab the offer right away without knowing how the LED rental business works. Different companies have their way of promoting and offering their products. If you’re not aware of what competitors offer, you’ll probably fall into their trap and pay a higher rate.

That’s also why having a budget in mind helps. You can easily filter out rental companies that offer more expensive LED rental rates. Moreover, you can cherry-pick rental companies that are slightly above your estimated price but are offering high-quality LED products. For example, if one rental company charges $500 per hour and your budget is $200 to $350, you can immediately cross them out of the list.

Continue looking for more providers until you narrow your search to two to three providers. Choosing among three options is easier and takes less time. Once you have narrowed down the three providers, you immediately go to the final step.

Step 4: Finalize Your Pick

Picking the LED rental company for you is not an easy task. We’re sure that your top picks are all worthy, but you need to choose one. You should get the best bang for your buck when finalizing your pick. Here are some guide questions that can help you pick the best provider in your list.

  • Price vs. perceived benefit
    • Are you getting more benefits for the price that you pay?
    • Is this provider’s price the most affordable option? If not, what makes it the better pick if it’s the most competitively priced company?
    • What unique benefit are you getting from this provider? Is this benefit a major factor in your decision?
  • Reputation and expertise
    • Is the provider known for offering the best LED rentals in the area?
    • How are their online reviews? Do they receive positive feedback from customers?
    • Are they more knowledgeable in LED technology than other picks?
    • Did they help you pick the best LED screen for your needs?
    • Do they have a vast portfolio of past clients?
  • Availability and flexibility
    • Are they available on the date you requested?
    • If they’re not available, are they willing to move things around?
    • Do they agree to your specific arrangements regarding the time required to set up and dismantle the LEDs?
    • Are they transporting the screen and handling other logistical needs?

While the criteria for picking are event- and situation-specific, we recommend exploring other factors that you deem fit to make an informed decision. Examine all the things you need to consider before making a decision.

Conclusion

Renting an LED screen must not be a daunting task. As long as you know what you need, you can easily pick an LED screen rental company. The first step is determining your purpose. This step helps you determine the specifications and things you need for your event. Once that’s ironed out, you can start drafting a budget. The budget enables you to determine how much you can allocate from your funds and serve as your guide in what you can afford. 

The third step is looking for LED rental companies. You do this by going to shops and asking about their services. With your budget in mind, you can easily determine if a provider is beyond what you can afford. The last step is picking your choice. After gathering all the information that you need, you can pick the best among all choices. We hope this guide helped you by providing useful information in knowing how to rent LED screens for your event. 

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