How To Plan Outdoor Events With Led Screen: Tips & Best Practices

Planning an outdoor event? Well, it’s time to Go Big, Go Bright, Go Unforgettable.

Whether you are planning to host a concert under the stars, a community movie night, or a large-scale product launch, LED screens are perfect for engaging the audience and ensuring every unforgettable moment. They deliver bright visuals that pop, even in daylight. 

Big, bold visuals? Check. Clear view from any angle? Of course, it must have.

But before you rush out and book those dazzling screens, let’s pause for a moment because there’s a bit of planning involved.

From the right screen size to being prepared for bad weather, especially in the UK, a little planning is necessary to make sure everything looks just right. In this guide, we’ll break down everything you need to know about LED screens for your outdoor event. 

So grab a cup of coffee (or your favourite drink) and dive into these top tips and best practices to make your outdoor event a visual spectacle your guests won’t forget. 

Location, Location, Location

The most important thing to remember is “location, location, location.” Find a location where the space is adequate for accommodating a screen and providing seating for an audience and any other equipment you’ll need. Make sure the screen has a clear line of sight for everyone attending. 

Remember, the bigger the crowd, the higher and wider your screen should be. 

One last detail to consider in all of that is to check the area for power outlets or generators, as LED screens need a lot of energy to keep those bright visuals beaming. 

💡 Bonus Tip: if possible, set up in a spot that received just a little shade. This makes your screen truly pop during the day. 

The location/venue gives your event a kind of stage, so choose wisely. Here are five types of outdoor venues for the ambience of your choice: 

• Beaches
• Countryside venues
• Parks and fields
• Sports clubs 
• Stadiums and arenas

When you select a venue, remember the following most important facts: 

• It should be able to accommodate all guests and infrastructure safely. 
• It should have clear entry and exit points to control crowd flow in case of emergencies. 
• Select a venue that can easily relate to your theme or event and target audience. 
• Considering the proximity to mass transport hubs and parking for convenient access. 

The right outdoor venue will make your event shine.

Consider The Weather 

Mother Nature always ends up having the last laugh when it comes to hosting outdoor events. Make sure everything runs according to schedule by checking out the local weather forecast for the next few days. Outdoor LED screens are almost made of resilient stuff, but a bit of preparation is always important: 

• LED Screen Ratings 

Look for screens with an IP65 rating or higher. This rating means the screen can withstand rain, dust, and heat to ensure clear visibility and longevity. 

• Wind and Stability 

Even a light breeze or wind can impact screen visibility. So be sure to secure the screen with weights or stakes. If strong winds are forecast, double-check the screen’s setup and reinforce it to keep it stable. 

• Waterproof options 

Most LED screens are waterproof, but they only support light rain and not stormy weather. You can ask your vendor about weatherproof ratings and use coverings if there is a chance of rain. 

• Backup plan 

In case the weather turns bad, it’s always better to have a backup plan. Temporary shelters or alternative viewing setups can be helpful. 

👉 Quick Tip: Did you know waterproof LED screens exit? They are perfect for events that take place during unpredictable weather conditions, such as in the UK. Anyway, make sure you know their waterproof rating and clarify this with your supplier.

With these precautions, any weather will not compromise an LED screen’s ability, ensuring a reliable, smooth experience for your audience. 

Get The Right Brightness Settings 

When you plan an outdoor event, you need to ensure that the brightness of your LED screens is just right to compete with the sun’s natural brightness. Additional brightness, usually measured in nits, is required for outside screens so your visuals can cut through. 

Most outdoor events work best with screens ranging between 5000 to 8000 nits. However, depending on the daylight conditions, you might need to go even higher in brightness level, usually between 4500 to 12000 nits. 

📌 Pro Tip: Before the event begins, have the technician adjust the brightness settings to ensure it’s just right. Too much brightness can strain the eyes, while too little may wash out the visuals and make it difficult for your audience to see. 

Select a brightness that is clear and readable for viewing. This will allow the audience to experience an optimal view of the display. 

Understand Viewing Distance And Screen Size

The closer your audience is to screen, the finer the pixel pitch you will need (like P3.91 or lower). In large distances, P5 or higher works fine. Everyone will see well with a clear view.

A general rule is to choose a viewing height that is approximately between 1/6 to 1/10 of the viewing distance. The following is a guideline: 

Plan For Good Sound Quality

The visuals are only half of the experience; the other half is the sound. For outdoor events, you will need good-quality speakers that synchronise well with the screen. If your event includes movies, music videos, or speeches, then good sound is essential; otherwise, it falls flat. 

🛠️ Quick Fix: If the crowd is huge, you could ask for multiple speakers across the venue. That way, the sound carried wouldn’t be distorted; everyone could enjoy it.  

Cost Consideration

Of course, renting LED screens is more affordable than buying them outright. To offset costs, consider partnering with an LED video wall hire company to save thousands of pounds. 

Optimise Your Content For The Screens

The beauty of the screens? They are versatile. Make sure your videos, images, or presentations have a high resolution. So that they appear sharp on the big screen.

Avoid small fonts or overcluttered visuals. Strong, legible fonts and images work best and can be viewed easily from a distance. 

Expert Tip: LED screens are optimised for full HD or 4K content. Check with the AV team to see if they support these resolutions so your visuals will be sharp and clear. 

Get The Right LED Screen Size 

LED screens come in different sizes. Select the suitable size for your audience, as well as the right distance they will be kept away from the screen. Small crowds can be suitable with smaller screens, whereas large crowds need bigger displays, as you would expect over 100 people. Its scale is appropriate for viewing at the event. 

Size guide: 

• Small crowd (less than or equal to 50 people): 6-8 ft. LED Screen
• Medium Crowd (50 to 200 people): 10-15 ft. LED Screen
• Huge Crowd (200+ people): 20+ ft. LED Screen

Secure necessary permits & Electricity

Sometimes, outdoor events require special permits, especially if you are setting up with large screens and sound equipment. Make sure to check everything out with your local council in the UK before holding the event. Also, make sure to have a power source that can keep up your setup with what you plan to do, which often means renting a generator. 

🎯 Power check: LED screens consume a lot of power, especially large ones. Be sure to ask your AV vendor for specific requirements, so you’re prepared. 

Choose A Theme And Design With Decor

Your theme is the heartbeat of your event’s atmosphere, set the vibe, and pulls everything together. Consider your audience and purpose while choosing a theme. Make it meaningful and memorable. 

Once you’ve chosen a theme, you can find decor inspiration on Pinterest, in magazines, or even in your venue’s natural setting to create a mood board. This will help you see how everything fits together, from centrepieces to the LED screen visuals. 

Bring props that match your theme, and go all out with table settings, centrepieces, and floral details to make the scene pop. Lighting is a big deal, too. You can consider string lights, fairy lights, lanterns, or spotlights to set the mood of your audience. 

Schedule a test run

Nothing beats a good test run. Set everything up and do a quick check to save you from technical surprises that may come your way at the event. Run some audio video and lighting to see how the whole thing looks and sounds together. It’s the perfect time to adjust all brightness and sound levels on the fly. 

Best Practices For Outdoor Events With LED Screens

• Screen stabiliser with weights or stakes to be tied against wind
• Set up early to allow time for troubleshooting and adjustments 
• Protect cables by covering or tapping down wires to avoid tripping hazards
• Sync audio and visuals by testing both together for smooth playback
• Have backup power with a spare generator and cables on hand
• Adjust brightness settings based on the time of the day 
• Engage the audience through interactive screen features 
• Engagement of AV experts for setup troubleshoots and adjustments 
• Plan for sun position to avoid glare by angling the screen appropriately 
• Prepare an emergency plan to ensure team readiness for any situation 

Make LED Screen Hire Easy with Us

Planning an outdoor event with LED Screens can be amazing for audience engagement and visual impact. Carefully choosing the right LED screens, from selecting a proper location, accounting for weather conditions, and choosing a suitable size for the screen to testing everything beforehand, will ensure a smooth and flawless experience. 

Want to rent LED screens for your next event? We provide LED screen hire in London with free delivery and on-site technical support. Whether you are planning a product launch, an exhibition display, a conference, or a fashion show, we will cater to your needs with high-resolution LED screens, Full HD video walls, and Event-specific content support.

Contact us today for a free quote and discover more about our LED screen hire services.