Today, LED video walls are ubiquitous. We see them at most live events, swiftly replacing projections with more vivid, immersive visual effects.
We see them used at large concerts, Fortune 100 corporate gatherings, high school graduations, and trade show booths.
Ever wondered how some event managers are able to add such enhanced visual effects to their events? Apart from the fact that prices are dropping, many AV professionals also know how to negotiate the best prices for their special events.
But what are these insider tips? Don’t worry, real industry insights will guide you on how to procure the right products for the right applications at the right prices.
Insider Tips to Save Money on Your Next LED Video Wall Rental
“Go Straight to the Source”
Insight – There are numerous AV production companies in the United States. They represent a wide range of capabilities, inventory sizes, and product varieties. Some are jacks-of-all-trades, while others specialize in certain niche areas, such as assembly, staging, audio, or video. The latter is particularly relevant for LED video rentals, as they involve high capital investment and relatively short product lifecycles (3-4 years).
Very few companies can own all the appropriate equipment and be a “one-stop” shop; hence, most will procure equipment from others through partnerships. This is what we call sub-renting or cross-renting. The AV industry is a very incestuous one. Sometimes we compete, sometimes we cooperate.
Advice – Go to the company that actually owns the inventory of LED displays, which has the highest profit margins and the most flexible prices – nobody makes money if the inventory sits in a warehouse. Whenever possible, try to avoid dealing with middlemen, which raises costs and sub-renting.
Go directly to the source for authentic wholesale pricing. For example, Hot Electronics Solutions specializes in state-of-the-art LED video, with over 40,000 panels and 25 different variants.
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“Ensure You Know the Right Product for the Right Application”
Insight – The price difference between 3.9mm and 2.6mm products could be double; so don’t just spend money blindly chasing the lowest pixel count. If the front-row audience is 50 feet away, they won’t see any meaningful difference between two pixel pitches. Use a rule of thumb of one meter per pixel pitch, i.e., 3.9mm requires at least 3.9 meters or 12-14 feet for the front row.
You must know the distance from the audience to the wall. Understanding the type of content to be used is also crucial, i.e., fine details like text and mechanical drawings versus videos with shapes and heavy animation.
Advice – Make your client qualify. The more you know, the better your recommendations.
“Look for Local Equipment and Local Labor”
Insight – Many large national production companies store equipment around entertainment hubs nationwide. Sometimes, they can roll equipment from one location to another to save on transportation costs, but it doesn’t shorten the necessary post-event quality control processes! Transport and travel costs will add to your expenses.
Advice – Everything originates locally.
“Be an Educated Consumer”
Insight – “Not all LEDs are created equal.” This is akin to buying diamonds. Just because they’re all 2 carats doesn’t mean they have the same quality or brilliance. LEDs are the same. Just because you find the same pixel pitch, be aware of quality variations based on manufacturers, components, and performance.
Advice – If your audience is discerning, stick to reputable brands, and remember, if the rent is too cheap, there must be a good reason. Ranked by the volume of LED video wall rental exports from the US, ROE and Absen top the food chain. Following closely are Absen and INFiLED. At Hot Electronics Solutions, we only work with top-tier manufacturers to be able to promise high-quality events to our clients.
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“Avoid Peak Demand Windows”
Insight – Demand peak seasons vary depending on your target vertical industry. For example, concerts and tours happen in warm months, while trade shows reflect the spring and fall academic years.
Advice – From a macro perspective, steer clear of major national holidays like New Year’s, Christmas, Easter, July 4th, as well as peak months in May/June and September/October. You’ll thank us later!
“Maximize Reduction of Total Time for LED Video Wall Rentals Through Simplified Logistics” – i.e., Transport, Receiving, and Staging
Insight – You want LED digital signage to appear last after stages, lighting, and audio are in place. Relative to the load-in sequence will add time; never forget time is money.
If your production is small enough that setup, show, and strike require 3 days or less, you might be able to reduce weekly show rates.
Advice – Manage your project schedule and seek additional savings for long-term event production.
“Use LED Video Walls as Much as Possible”
Insight – Ground support takes more time along with changes in uneven floors and stage heights. This adds complexity to setup and may affect seamless display of LED video screens.
Advice – Whenever possible, truss and motors are the most efficient, time-saving options.
“Use LED Video Panels Friendly to Rentals”
Insight – The latest models with enhanced features save time in building LED displays. These are often described as designed specifically for “single-engineer” setups and are most commonly field-serviceable from both the front and back. They also include heavy-duty magnets for panel attachment, guide pins on frames for aligning LED panels, and come with quick-release locks, longer jumper cables for flexibility and speed.
Advice – Purchase newer design models with these additional features.
“Spend Money on Experienced Technical Personnel”
Insight – Anyone can build an LED video wall, but only the best know how to troubleshoot system failures efficiently, and the show goes on.
Advice – Check technicians’ references and years of experience.
“Negotiate Reduction in Rates or Free Layoffs.”
Insight – Most LED video rental companies will provide spare panels at a discounted rate. They do this because over the years they’ve learned these spares will save the show.
Advice – Adding spares and redundancy is a must for live events. These are your lifelines and insurance. Ensure you use a company with in-house repair services and experience as an authorized warranty service provider. Renting LED is easy, but few know how to properly quality control and repair LED panels to ensure they remain intact.
Contact Us: For inquiries, collaborations, or to explore our range of LED Display, please feel free to contact us: sales@led-star.com.
Post time: Feb-19-2024