Planning Outdoor Events with LED Screens: Tips and Best Practices

Don’t Forget to Share this post!

Galina Drankovich

Head of HR at Rent For Event

Galina Drankovich

Head of HR at Rent For Event

We offer audio visual rental, event support, and full AV production at Rent For Event, and we provide these services across the country. Our aim is to support businesses or event planners in having the best events possible. To assist with it, only cutting edge solutions are used by our qualified team.

See all articles by this author

July 1, 2024
No Comments

LED screens are great displays for outdoor events with a massive crowd. But as much as the outdoor space gives you the flexibility for any screen size, it also comes with a set of challenges, including the unpredictable weather.

For this post, we prepared a brief outdoor event planning checklist to make sure you’ll get the most out of your LED display. Keep reading to get tips directly from our expert AVs!

Why choose weatherproof LED displays for outdoor events

During your outdoor event planning, the right choice of AV equipment is crucial. Because unlike indoor and enclosed venues, you’ll need a durable setup that can withstand harsh elements.

Here’s why you should opt for weatherproof LED video wall rental for your outdoor display:

Visible under direct sunlight. If you’re hosting an outdoor event during daytime, an outdoor LED wall rental would be the perfect display. Your content will remain clear and crisp even if the screen is set up under direct sunlight. For example, our large / giant LED wall have as much as 10,000 nits of brightness, perfect for any outdoor venue.
Endurance against outdoor elements. Unlike a typical TV & monitor rental, our weatherproof LED screens can withstand wind, light rains, and intense heat. This way, you’ll have durable outdoor screens for events, whether it rains or shines.
Highly customizable for any event. Another great thing about outdoor AV setups with LED screens is you can get them in any size, shape, or form. We even offer a mobile LED wall rental mounted on a truck or trailer that can be easily driven in and out of your venue.

Expert tips when setting up LED screens for outdoor events

Having the best outdoor AV equipment is just the start of hosting a successful event. Unlike indoor LED wall rental that’s built in an enclosed venue, outdoor screens need more ‘TLC’ during setup.

For this, we asked our expert AV specialists about their dos and don’ts when building an LED screen for outdoor events. Here are some of the ‘secrets’ they’ve spilled just for you:

1. Take measurements of your venue

Although outdoor event management gives you the perk of a bigger space, it doesn’t mean you’re going to neglect measurements. This is to ensure that your innovative outdoor event systems will be a perfect fit for your preferred installation area.

At the same time, keep in mind any architectural features, vegetation, and other obstructions that may get in the way of your LED screen. Also, make sure there’s enough room for the positioning of cables, power sources, and other hardware needed to run your display.

2. Determine the needed brightness

When it comes to audiovisual setup for events, you have to be particular with the screen brightness that matches your venue. This is crucial whether you’re getting LED walls, projector & screen rental, or outdoor movie rental.

The rule of thumb is that your display should have a minimum brightness of 2,000 nits if you’re installing it under direct sunlight. The brighter the outdoor lighting is, the more nits you need to ensure optimal viewing experience.

One option here is to place your LED screen under a tent to block direct sun exposure. But if any sort of shade isn’t possible, don’t worry because we have a huge inventory of LED displays with excellent brightness and clarity to match your content and venue.

3. Invest in good structural support

Structural support is crucial for AV solutions for outdoor events like LED screens. You’d need durable ballasts to ensure that the LED screen is sturdy and stable, especially for windy venues.

For this, we recommend using custom trussing and durable hardware that will keep every panel in place. If there’s a stage, we also use its metal beam as additional ballast to ensure that the screen will not go anywhere.

At the same time, reliable structural support will also keep your event safe, especially if the screen is installed in high-traffic areas.

4. Make sure you have compatible content

Our AV specialists also highlight the importance of ensuring that your content matches the aspect ratio of your LED screen.

For example, if you’re getting a screen with a 16:9 aspect ratio, make sure that your content also has the same format. We also advise our clients about preparing custom content if they are getting a custom display size that doesn’t fall within the usual media layouts.

If you need help in checking your content compatibility, our video production team can help. We will also advise you about the latest outdoor event technology trends that will make your gathering more memorable.

5. Never swap outdoor panels with indoor ones

This should go without saying, but it is still an important reminder for those new to outdoor LED screens. Even if the weather seems nice, it’s never a good idea to use indoor LED screens outside.

Most indoor LED panels don’t have weather-resistance and can be easily damaged outdoors. Also, these indoor screens aren’t usually built with enough brightness to provide the best image quality when used under natural light.

6. Don’t forget about lightning protection

When using event technology outdoors, you should always prepare for the worse. For large screens, we make sure that it’s well-grounded, especially during inclement weather where there’s a possibility of a lightning strike.

7. Plan for temperature regulation

LED screens are energy-efficient and don’t produce as much heat as older display technologies. However, large ones running for hours are not invincible to overheating, so we always highlight the importance of heat dissipation.

Take note that overheating screens can cause the image to fade, the colors to go mismatched, and the pixels to ultimately die.

8. Keep cables organized

Proper cable management is also crucial when setting up an LED screen, be it for indoor or outdoor use.

For one, you need to avoid cable clutter for safety purposes, as wires are serious tripping hazards.

Aside from that, well-managed cables are easier to troubleshoot when a technical issue arises. On top of that, organized cables from the beginning make teardown easy for everyone.

How to protect LED screens outdoors

As part of our successful outdoor events guide, we also asked our team for some tips on how to keep an LED screen safe outdoors. Here are their important reminders:

Ensure a stable power supply. Without a steady power source, your LED screen will flicker, freeze, or experience image distortion. Worse, a system failure may occur, which can damage the panels.
Observe rest time. It’s important to turn off the LED screen at least 3 to 5 hours a day to avoid overheating and technical glitches.
Pick the best installation site. We always recommend having the LED screen installed under a shade like an awning, tent, or spot with roofing. This way, it will have a layer of defense against outdoor elements.
Elevate the screen if possible. Lifting the screen by a few inches off the ground will make a huge difference in preventing damage. It’s also best if you’ll get a stage for a more secure mounting of the display.
Seal your connections. Aside from weather-resistant LED screens, you should also get waterproof connections for your cables. This is to prevent the risk of electrocution and corrosion.

Additional hacks to make your event stand out with LED screens

If you want to maximize the impact of your outdoor LED display, you can try these tips and tricks that many of our clients swear by:

Add a live streaming feature. With live streaming, you can show a real-time feed on your LED screens. This makes the display more interactive and engaging for your audience.
Consider multiple LED screens. Aside from your main screen, you can also install multiple but smaller displays throughout your venue to boost your visuals.
Pair it with good lighting. The addition of event lighting rental will add more visual appeal to your LED screen. Take note that event lighting can easily transform any space or venue to make it more attractive to your guests.
Try curved LED screens. You can level up your live event production with a curved screen. It can be wrapped around as a cylinder, perfect for product launches, exhibitions, and other events where you want to highlight a specific type of content.
Discover LED floors. Do you know that LED screens aren’t just for showing content? You can also use it as an interactive floor on your stage or event venue. This will surely wow your guests and share snaps of your event online.

Looking for the best LED screens for outdoor use?

Do you need an LED screen for your event without worrying about the technical work? At Rent For Event, you can get full-service outdoor LED displays in any size or shape, together with complete onsite AV support.

We can also customize your LED screen based on your display needs – whatever type of content you want to show. Our team of AV specialist will also handle everything from delivery, setup, operation, and teardown. With us, you’ll enjoy world-class LED displays without the stress.

To know more about our LED screen rentals, contact us today! Our specialist will help you choose the best screen that suits your event at the best price.

P.S. If you already have a quote from another provider, call us just the same, and let’s see how we can give you a better offer!