Event Planners Guide For Screens

Screens have become ubiquitous at events of all sizes, from small conferences to large-scale music festivals

1. They serve a variety of purposes, from displaying presentations and videos to providing live feeds and creating immersive experiences

2. However, choosing the right screen can be a daunting task, with a multitude of factors to consider, such as size, resolution, and viewing angles. This comprehensive guide will delve into the different types of screens available, the problems that can occur with different screen sizes, and how to optimize their use to ensure a successful event.

Screen is not the only issue, if you are an event planner then you must face these issues as well. Learn how to solve them here

Types of Screens Used in Events

Several types of screens are commonly used in events, each with its own advantages and disadvantages:

LED Walls: These consist of multiple LED panels tiled together to create a large, seamless display. LED walls offer high brightness, excellent color reproduction, and wide viewing angles, making them suitable for various events, including concerts, conferences, and outdoor festivals. LED walls are particularly well-suited for outdoor events due to their high brightness and ability to combat glare from sunlight.

Projection Screens: These are typically made of a white or gray material that reflects projected light. Projection screens are available in various sizes and aspect ratios, making them versatile for different venues and content. However, they require a projector and controlled lighting conditions for optimal viewing2. Projection screens are generally more suitable for indoor events where lighting can be controlled to minimize ambient light interference.

LCD Monitors: These are flat-panel displays that use liquid crystals to produce images. LCD monitors offer good image quality and are relatively affordable, making them suitable for smaller events or as supplemental displays. However, they may have limited viewing angles and lower brightness compared to LED walls

In addition to these common types, there are also specialized LED screen rentals available, such as:

Trailer-Mounted LED Screens: These are ideal for mobile events or outdoor settings where a permanent installation is not feasible. They offer a self-contained solution with built-in screens, audio systems, and generators5.

Modular LED Screens: These consist of individual panels that can be configured into various shapes and sizes, providing flexibility for different event needs

Curved LED Screens: These offer a more immersive viewing experience by wrapping around the audience

Truck-Mounted LED Screens: These are large-scale screens mounted on trucks, ideal for mobile advertising or large outdoor events

Screen Sizes and Their Implications

Screen size is a critical factor to consider when planning an event. The ideal size depends on several factors, including the venue size, audience size, content type, and viewing distance.

Projector Brightness and Screen Size

When using projection screens, it's essential to consider the projector brightness in relation to the screen size. Larger screens require brighter projectors to ensure adequate image visibility.

Aspect Ratio

The aspect ratio, which is the proportional relationship between the screen's width and height, is another important consideration. The two most common aspect ratios are:

16:9 (Widescreen): This is the industry standard for most events today, ideal for presentations, movies, and high-definition content6.

4:3 (Standard): This traditional aspect ratio is better suited for slideshows and documents6.

If your event includes a mix of media, the 16:9 ratio offers greater flexibility

Screen Size and Viewing Distance

The size of the screen also influences the optimal viewing distance for the audience. Larger screens allow for greater viewing distances without compromising image clarity. For example, a 16-foot screen is suitable for audiences of more than 250 people, while an 8-foot screen is appropriate for groups of 100 or fewer

Problems with Different Screen Sizes in Events

While screens can enhance the event experience, different screen sizes can present various challenges:

Ideal Viewing Angles for Different Applications

The ideal viewing angle also depends on the specific application of the screen. For example:

Billboards: Billboards typically require a viewing angle of 45 degrees to ensure visibility for drivers and pedestrians

Digital Signage: Digital signage in public spaces often requires a wide viewing angle of around 45 degrees from normal eye level to ensure visibility for people moving around the area

Measuring Viewing Angles

To accurately assess the viewing angle of an LED display, you can follow these steps:

Choose a color: Set the display to show a single color, such as red, green, or blue, at its highest brightness.

Find the center point: Identify the center point of the screen.

Measure the vertical viewing angle: Repeat the process, but move vertically instead of horizontally

Screens vs. Monitors for Different Event Sizes

The choice between screens (projection screens) and monitors (LCD/LED monitors) also depends on the event size and audience proximity:

Screens: Screens are better suited for large groups and presentations where the audience is seated farther away. They are ideal for events with hundreds or thousands of attendees in large venues17.

Monitors: Monitors are better for smaller groups where the audience is in close proximity to the screen. They are suitable for events with 20-150 attendees in smaller venues

Cost Considerations

Screen size is a significant factor in the overall cost of renting or purchasing a screen. Larger screens are generally more expensive18. It's essential to balance the need for a large screen with budget constraints.

Want to learn more about screen sizes in event planning? Checkout here

This comprehensive guide has provided a detailed overview of the different types of screens available, the problems that can occur with different screen sizes, and how to optimize their use in events. The information presented is based on thorough research, including reviewing industry websites, analyzing technical specifications, and considering expert opinions. By following the guidelines and recommendations in this guide, event planners and AV technicians can confidently choose the right screen and create a visually engaging and successful event.