LED Screen Rental Checklist For Event Planners

What information should I have ready before contacting a supplier?

Broadly:

• Event date and venue
• Expected audience size
• Indoor, outdoor, or both
• Roughly where the screen will sit and how far your closest and furthest viewers will be
• What the screen will show — slides, video, live camera feed, or a branded backdrop
• Whether the event will be filmed or livestreamed

What should I check about my venue before booking?

Worth confirming directly with your venue:

• Ceiling height and any rigging points or grid, if flying the screen
• Doorway and access route dimensions for load-in
• Power availability near where the screen will sit
• Any restrictions on delivery times or noise
• Whether the venue has its own AV team you'll need to coordinate with

What should be confirmed in writing before the event?

Ideally, before the day:

• Exact screen size, pixel pitch and whether it's indoor or outdoor rated
• Load-in and load-out times
• Whether an on-site technician is included for the full event, not just setup
• A total price with anything extra clearly itemised
• Who's responsible for power, and generator arrangements if outdoors

What questions should I ask about the technician or crew included?

Confirm whether they're present for your whole event or just for setup and strike, what happens if something needs adjusting mid-event, and how to reach them directly on the day. A technician who leaves after setup can't help if a cable comes loose two hours into your event.

What should I confirm about content deadlines?

Ask for a clear deadline for sending final content, and confirm what file formats and resolution are needed for your specific screen. Sending content too late to test properly is one of the more avoidable causes of last-minute problems on the day.

What should I check regarding power and access?

Confirm whether your venue's existing power is sufficient or whether extra supply or a generator is needed, and who's responsible for arranging it. Also check the physical route equipment will take into the building — narrow corridors or lifts can change what's realistically achievable.

What should be in place for an outdoor event specifically?

Confirm the screen is genuinely outdoor-rated (not just an indoor screen being used outside), that wind-rated rigging has been factored in, and that a weather contingency plan is agreed in advance. See our Outdoor Event LED Production page for the full picture on what to check for an outdoor build.

What insurance or liability questions should I ask?

Ask whether the supplier carries public liability insurance and, for a rigged structure, whether structural sign-off documentation will be provided for your venue's records. Most venues will ask for this before approving a build, so it's worth having ready rather than requesting it at the last minute.

What should I do if my event details change after booking?

Let your supplier know as soon as anything changes — venue, audience size, date, or content plans — since some changes (particularly to size or rigging) need more lead time than others. Flagging it early is always easier to accommodate than raising it close to the event.

What's worth confirming about cancellation or rescheduling?

Ask what the policy is if your event needs to move or be cancelled, and whether there's flexibility if the change is outside your control. It's a detail easy to overlook when booking but worth having clarity on upfront.

What should I check right before guests arrive?

Test your actual content on the screen before guests arrive, not just a generic test pattern — slides, videos and any live feeds should all be checked in the room they'll actually be used in. Confirm with the on-site technician who to contact if anything needs adjusting once the event is underway.