What should an LED screen rental quote include?
A proper LED screen rental quote lists each item on its own line: size in meters and m², pixel pitch and panel model, total resolution, processor and video sources, structure, crew and their schedule, transport, required power, backup, rehearsals, and payment and cancellation terms. Every missing line turns into an extra cost or a problem on event day.
What are the 12 lines of a complete quote?
Quote line | What it should state | Why it matters |
|---|---|---|
1. The screen | Size (e.g. 6×3.5 m), m², number of cabinets | You can check whether 2 quotes describe the same screen |
2. The panel | Pixel pitch, model, indoor or outdoor, brightness in nits | P2.9 and P3.9 differ in price and in image quality |
3. Resolution | Total pixels (e.g. 1,536×896) | Your designer exports the content at this size |
4. Processor and sources | Processor model, switcher, media server, laptops | This decides which signals can go on screen |
5. Structure | Ground-stacked or flown, motors, riggers, load calculation | Flying a screen needs a separate crew and equipment |
6. Crew | How many technicians, how many operators, which hours they cover | Who fixes a cabinet at 9 PM |
7. Schedule | Access time, setup, testing, event, teardown | Night setup and overtime are priced differently |
8. Transport | How many trucks, from where, to where | Outside the city, hotels and per diems apply |
9. Power | Power in kW, phases, socket types, generator if needed | Without enough power, the screen won't turn on |
10. Backup | Spare panels, backup processor | What happens if a cabinet fails |
11. Rehearsal | Test hours with the content and the speakers | This is where errors get caught, before the audience walks in |
12. Terms | Quote validity, VAT, deposit, payment, cancellation, insurance | Who pays if the event is postponed |
What are the red flags in a quote?
"LED screen 20 m²" with no pitch and no model. You don't know which panel you'll get.
No processor in the quote. The processor is the device that turns the signal into the image on screen. If it's missing, it's either included without being written down or billed separately later.
No power requirement. A large screen draws tens of kW. You find out on setup day that the venue can't supply it.
"Technical support" with no hours. It can mean one technician who leaves after setup.
No backup. One dead cabinet leaves a black square in the middle of the presentation.
Undefined overtime. Events run late. The hourly rate should be written down in advance.
A flown structure with no load calculation and no named riggers. The safety of the people in the room is at stake here.
What should you ask before you sign?
Does the crew stay for the whole event, through teardown?
Who fixes a problem during the event, and how fast?
Do you own the equipment, or is it rented from another supplier?
What is the exact screen resolution, and who sends it to our designer?
What power and access does the setup need, so I can send it to the venue?
What happens to the payment if the event moves to another date?
Do you hold quality and occupational safety certifications for the setup crew?
The last question matters most for companies that put suppliers through a procurement process with a compliance file.
How do you compare 2 quotes properly?
Put them side by side, line by line, against the 12 rows above. Where one quote has a line and the other doesn't, ask for it to be added.
Compare prices only once both quotes have the same m², the same pitch, the same number of days and the same crew. Price gaps between incomplete quotes only show what each supplier left out.
The factors that move the price are covered in how much it costs to rent an LED screen.
What should you send to get a complete quote?
A complete brief saves you 2 or 3 rounds of emails. Include the date and access schedule, the venue with its floor plan, the number of attendees, the type of content, whether the event is filmed, and which other technical services are part of the project.
To evaluate the full technical production quote, from sound to lighting, read how to choose a technical production partner.
What does a Mobile Event quote look like?
A Mobile Event LED screen quote has all 12 lines. The equipment is our own, from an inventory of 300 m² of LED in P2.9 and P3.9, and the same crew sets it up, runs it and takes it down.
Mobile Event holds 4 active ISO certifications: 9001 (quality), 14001 (environment), 45001 (occupational health and safety) and 27001 (information security), valid until March 2027. For procurement departments, the certificates are sent together with the quote.
Send your brief through the contact page or to office@mobile-event.ro.
Frequently asked questions
What should an LED screen rental quote include?
Size and m², pixel pitch and panel model, resolution, processor and video sources, structure, crew and their schedule, transport, required power, backup, rehearsals, and payment, cancellation and insurance terms.
Why does the processor model matter in the quote?
The processor turns the video signal into the image on screen and handles signal backup. A named processor tells you which sources you can connect and whether there is automatic failover to backup.
Are transport and setup included in an LED screen quote?
It depends on the supplier. At Mobile Event, the screen is rented only as a full package: transport, setup, operation and teardown. In any quote, check whether these appear as separate lines.
How long is an LED screen rental quote valid?
The validity period is written on the quote. The equipment is reserved for your date only after you confirm and, as a rule, after the deposit is paid.
Which certifications should an LED screen supplier have?
For companies with a procurement process, ISO 9001 and ISO 45001 are the most requested. ISO 27001 matters when the event handles data or confidential content.
