Video Wall Rental FAQ for Event Planners

There is no single sticker price, and quotes for "the same size screen" can differ by thousands, mostly because they include different things. Treat these as typical, approximate ranges for a one-day U.S. event, not a quote.

For a common mid-size outdoor LED trailer (around 12 to 17 feet wide), a typical full-service day often falls around $3,000 to $8,000, usually with delivery, setup, and an operator. Larger festival-size trailers or outdoor truss-mounted stage walls can run higher, sometimes around $9,000 to $15,000 a day. Smaller indoor walls, especially equipment-only, can start closer to $1,000 to $3,500 a day. A full-service mid-size indoor wall (around 16-by-9 to 20-by-12 feet) in a major market is often about $8,000 to $15,000 all-in. A useful rule of thumb for a full-service indoor package is roughly $35 to $75 per square foot per day.

Your city, date, and what's included will move the number. Because we take no commission, no booking fee, and no markup, the price you discuss with the owner is theirs. (If you plan to use an outdoor video wall many times a year at a school, parks and recreation department, or outdoor venue, you can also look into buying your own push-button mobile LED trailer at FocalPointFX.com.)

Screen size and image sharpness (a smaller "pixel pitch" number means a tighter picture up close), the number of days, delivery distance, whether a technician stays on site, power or a generator, camera or content support, and whether a modular wall is hung from overhead truss ("flown") or ground-supported on a stage or floor. Always compare itemized quotes. The cheapest number is often missing the things that keep the screen from going dark.

Aim for four to six weeks. For peak dates, festivals, or a large custom wall, eight to twelve weeks is safer. Some owners can still help on two to four weeks' notice, and last-minute is sometimes possible, but your choices shrink. If your date is already close, still send a request.

The venue usually decides. An outdoor LED trailer is a video wall mounted on a trailer. It is towed in, leveled, and raised into place, and many include an onboard generator and an operator. Trailers fit parking lots, fields, festivals, watch parties, movie nights, and many outdoor weddings - anywhere a truck can reach a level, open spot.

Some outdoor screens are put up on a truss system or stage rather than a trailer. These use weather-rated modular LED panels hung from an overhead truss structure or ground-supported on a stage deck, which is ideal for concert stages, festival main stages, or outdoor plazas where a trailer cannot park.

An indoor panel wall is built on site from modular LED panels. It belongs in ballrooms, conference stages, churches, and any indoor venue.

Indoor and outdoor screens are not interchangeable. An indoor wall looks washed out in sunlight and isn't built for weather. If you're unsure which setup fits your site, say so in your request.

No. Indoor and outdoor LED walls are not interchangeable. Indoor panels run around 800 to 1,500 nits of brightness, so they look washed out in daylight, and their cabinets and power supplies are not sealed against rain, humidity, dust, or wind loads. For any outdoor event - even under a tent or pavilion - book a true outdoor-rated screen (4,000 to 6,000+ nits, IP65 weather-rated), either on a mobile LED trailer or rigged on an outdoor truss or stage system.

Start with the farthest person who needs to see it. For video, the screen should be at least as tall as the distance to the back row, divided by six. If people need to read slides, names, or fine text, divide by four instead. If the last row is 60 feet away, you want a screen about 10 feet tall for video, or about 15 feet tall for text. For a typical widescreen (16:9) picture, a 10-foot-tall screen is roughly 16 to 18 feet wide.

A compact trailer around 12 feet wide often suits smaller gatherings (under about 250 people). A mid-size screen around 16 to 17 feet wide is a common choice for a few hundred people. Large festivals or wide fields may need 20 to 23 feet, or more than one screen. Include the venue, guest count, viewing distance, and what you'll be watching in your request.

Only if it is an outdoor-rated LED wall (either a mobile LED trailer or outdoor-rated modular panels on a truss system). Brightness is measured in nits. Typical indoor LED panels run about 800 to 1,500 nits - plenty in a ballroom, and washed out in the sun. Outdoor-rated walls typically need about 4,000 to 6,000+ nits to stay readable in daylight; screens that face direct midday sun are often specified even brighter. Tell the owner the event is outdoors and in the daytime, and ask them to confirm the wall is outdoor-rated and bright enough for that light.

Many LED trailers run on an onboard generator, so the venue may not need to supply electricity. Some can also use venue power, often a 30-amp or 50-amp connection. Modular panel walls (indoor or outdoor truss-mounted) need a dedicated plan - venue three-phase/cam-lock or high-amp power, or a separate towable event generator. Ask the owner for a power sheet and send it to the venue. A standard wall outlet is almost never enough.

Parks, street closures, municipal events, and some private outdoor sites may require a permit for a trailer, a temporary truss structure, a generator, or amplified sound. The venue or city usually issues it; the rental company can provide the footprint, ballast/rigging specs, and power details the application needs. Don't assume a permit is included in the rental.

A trailer needs a clear path in and a level, firm surface for its outriggers (the stabilizing legs). One common operator guideline is a path about 14 feet high and 20 feet wide. Walk it for low branches, power lines, tight gates, and soft ground. A modular panel wall or outdoor truss wall needs floor, stage, or rigging space, room for ballast and road cases, and a realistic load-in route.

Trailers often go up in about 30 to 90 minutes when access, power, and content are ready. Modular indoor walls and outdoor truss systems take a few hours to assemble and rig; large builds may need to load in the day before.

Outdoor-rated screens typically handle rain. Wind is the bigger issue for both mobile trailers and outdoor truss structures - owners have a wind-speed cutoff and will lower the mast or de-rig the screen if gusts exceed safe engineering limits. Ask what happens if the event is delayed or called on account of weather, and get that policy in writing with the quote.

For most live events you want a full-service package: delivery, setup, an on-site operator, content playback, and teardown. Most LED trailer rentals already include an operator, and many include onboard power and a way to play your files. Indoor and outdoor modular panel walls vary more. Some quotes are "equipment only" (also called dry hire), which can look cheaper until you add truss rigging, processing, labor, and a technician. If you're spending a client's or a company's budget, book it with a technician on site.

Ask for the screen's exact pixel size before you finalize graphics, and send files a few days ahead - not the morning of. Common types are MP4 or MOV for video and PNG or JPEG for stills. A rental wall can also take a laptop over HDMI, a media player, a stream, or a live camera shot of the stage (often called IMAG). If you're streaming a game or a service, confirm whose login will be used and don't rely on venue Wi-Fi alone.

Ask every owner if they carry liability insurance and can provide a certificate for the venue. We do not provide the insurance - the rental company does - and venues often require a certificate before load-in. Get this confirmed when you review the quote.

You submit a request on RentAVideoWall. We review each request and then introduce you to the right local owner (or up to 2-3 owners). Listing pages do not show owner phone numbers or emails, and we do not auto-email the owner. Once we introduce you, you work out the quote, the contract, and payment with them.

We usually review your request and introduce you to an owner within one business day. If your event is coming up fast, put the date at the top of your request so we can move quickly.

Yes. It is free for event planners to search, request, and get connected, and free for rental companies to list. We help facilitate the booking and take nothing from it.

No. Some booking networks keep up to 30% of every booking. We keep 0%. There are no commissions, no booking fees, and no markup.

Once we introduce you to an owner, you pay the rental company at the price they quote. We are not a booking or payment platform, and we never add a fee on top.

Yes. When more than one local owner is a fit for your date and location, we review your request and introduce you to up to two or three of them so you can compare quotes. You choose who to book, and you work out the quote and contract with them.

Still send a request. We review every request, including those in cities with no listings yet, and we'll try to find a nearby owner who can cover your event.

Cancellation, delay, and weather terms are set by the rental company, not by RentAVideoWall. Ask about them when you review the quote, and get them in writing before you book.