a outdoor festival event planner looking at a tablet with a headset on, while looking concerned

Are you planning an event that needs to “wow” a crowd — day or night, rain or shine? A large LED screen is one of the most impactful tools in your event arsenal. But we get it. If you have little experience with event technology, it might feel like there are a lot of unknowns.

At Stellar XP, we’ve worked with everyone from wedding planners to festival organizers to corporate teams and beyond. And over the years, we’ve heard the same core questions come up again and again. So, we thought we’d take the time to clearly answer these questions.

In this guide, we’ll cover:

Screen size and space requirements.
Weather-readiness and brightness.
Setup time, power needs and content options.
Pricing, licensing and support.

So, with that said, here are the top 11 questions event planners ask before renting our LED screen, and exactly what you need to know before, during and after your event.

1. How Big Is the Screen & How Much Space Do I Need?

a visual demonstration of how large Stellar XP's 17' x 10' mobile LED screen trailer is compared to a average sized man

Out LED screens measure 17 feet wide by 10 feet tall. They are mounted on a mobile trailer, which is 21 feet long, 8 feet wide and 12.5 feet tall when resting at its base height. However, our screens are designed to be lifted vertically and can be raised an additional 10 feet, bringing the total height to nearly 23 feet. This added elevation significantly improves visibility, especially for large crowds or events where the audience is spread out over a wide area.

This size and mobility make our screens ideal for a variety of outdoor events like festivals, concerts, watch parties and community gatherings. Also, it’s a great fit for large indoor venues that can accommodate the trailer with the sufficient clearance height.

When planning your layout, keep in mind that the setup requires a flat, stable surface with ample space for both the trailer and equipment access. The location should allow for straightforward pickup truck entry and exit with enough room for maneuvering and safe installation. If the event is taking place in a more compact or unconventional location, we’re happy to work with you in advance to assess site logistics and recommend solutions.

Proper planning of the footprint ensures a smooth delivery and setup process as well as the best possible experience for your attendees.

2. Can Your Screen Be Used in Any Weather?

an LED screen rental at a gaming event outside in the rain

Yes! Our rental display is engineered to perform in virtually any weather condition, making it a reliable choice for outdoor events year-round.

The screen is IP65 outdoor rated, which means it is fully sealed and protected against dust, rain and moisture. Whether you’re dealing with a passing shower, light drizzle or high humidity, the display will continue operating without interruption. In addition, it’s built to withstand wind speeds up to 45 miles per hour, ensuring that your event remains safe and operational even when conditions are less than ideal.

Beyond durability, visibility is a top concern for planners, especially during daytime events. Our screen is designed to be sunlight-readable at 7,500 NITS, meaning it delivers high brightness and contrast levels that cut through glare and ambient light. This ensures your content remains crisp and vibrant, even under full sun.

To round out the all-weather experience, the screen also includes attached OneSystems weatherproof speakers. These provide clear, consistent audio even in wet or windy conditions, so you don’t have to worry about your sound cutting out or equipment being damaged if the weather changes suddenly.

Whether your event takes place in the middle of summer, during a spring rainstorm or on a crisp fall evening, you can be confident that our screen and sound system will perform without fail.

3. Does The Screen Rotate or Adjust Position?

a tall LED display at a wedding showing the bride and groom kissing on screen

Yes, it does. And this flexibility is one of the key advantages of our mobile LED screen setup.

The screen is mounted on a motorized trailer system that allows it to rotate a full 360 degrees. This means that even after initial placement, the screen’s orientation can be adjusted to better suit the layout of your crowd, the stage, the sun’s position or any last-minute changes. You’re not locked into a fixed direction, which gives planners more freedom to adapt on the fly.

In addition to its rotation capabilities, the screen offers a 160-degree viewing angle, providing great visibility from both center and off-center perspectives. This wide viewing range makes it ideal for events where guests are spread out in different directions.

The screen can also be comfortably viewed at more than 300 feet away, so whether your audience is seated right in front or across a large field, they’ll be able to see and engage with the content clearly.

Together, the 360° rotation, wide-angle display and long-distance visibility give you maximum coverage and flexibility.

4. What Kind of Power Is Needed?

Female technician working on the backside of an LED screen

Powering a large LED screen might sound complicated, but we’ve made it incredibly straightforward so you can focus on your event and not the logistics.

Our mobile LED screen trailer is self-contained and fully equipped with an onboard 12KW generator, which is capable of powering the entire system, including the screen, lift, rotation mechanism and onboard speakers. This means you don’t have to worry about sourcing an external power supply or renting additional equipment. We’ll bring everything needed to run the screen smoothly.

That said, if your event site has power infrastructure available, we also offer a shore power connection option. In that case, we can plug directly into a 50-amp, 240V single-phase CA twist-lock outlet (often used for RVs, stages or industrial AV equipment), provided the outlet is within 100 feet of the trailer setup. This can be especially useful for venues looking to reduce generator noise or fuel consumption.

We’ll coordinate power logistics with you during the planning process and can help determine whether generator use or shore power is the better fit based on your venue and setup. Either way, we come fully prepared with the cables and connectors needed for both options.

5. What Kind of Content Can I Show on Your LED Screens?

Two Stellar XP LED screens at an event, one showing a college football game the other shows a Nintendo video game

Our LED screen is built to be incredibly versatile, making it a powerful visual tool for all types of events—from large-scale concerts to community movie nights, corporate presentations and high-energy gaming tournaments.

With a 4.81mm pixel pitch, the screen delivers sharp, high-resolution visuals that are perfect for both text and motion content. Whether your audience is standing 30 feet away or 300 feet back, they’ll get a clear, vivid viewing experience that feels immersive and professional.

When it comes to content, the possibilities are wide open. Our screen supports virtually any source that can output through HDMI, including:

Live video feeds (from cameras, switchers or drones).
Pre-recorded video content (such as promotional videos or highlight reels)
Slideshows (PowerPoint, Keynote or image-based).
Sponsor loops or branding reels.
Countdown timers or interactive schedules.
Gaming consoles (Xbox, PlayStation, Nintendo Switch, etc.)
Laptop presentations (great for keynotes, demos or remote speakers).
Live camera feeds for event coverage or crowd shots.

If you're planning something more interactive or technically advanced (like integrating multiple video sources, combining live feeds with graphics or syncing content to music) we can help you design and execute it effectively.

We just ask that you let us know in advance what content you’ll be using and what devices you plan to connect, so our team can ensure full compatibility. We’ll arrive with the right adapters, test everything on-site and provide support throughout your event.

6. Can I Hook Up My Own Devices?

a person using a laptop outdoors while setting up for an event

Yes, absolutely — you’re welcome to use your own devices with our LED screen setup. Many of our clients prefer to bring laptops, gaming consoles, cameras or media players they’re already familiar with, and we’re happy to support that.

Our system is designed to be highly flexible and compatible with a wide range of input sources. As long as your device can output via HDMI (which most do), we can display it on the big screen. This includes:

Laptops (PC or Mac).
Gaming consoles (PlayStation, Xbox, Nintendo Switch).
DSLR or video cameras.
Streaming devices.
Media servers or switchers.
Tablets with the appropriate adapters.

The key is communication. Let us know in advance what you’re planning to connect, and we’ll make sure we arrive with the correct adapters, signal converters or backup gear if needed. This helps avoid any last-minute technical issues and ensures your content displays exactly how you want it to.

We’ll also handle testing during setup to confirm compatibility and signal quality, so you can relax knowing everything is covered.

7. Can You Help With Content Design or Editing?

Drone shot of an event at a California winery

Yes, we do! In fact, helping clients maximize the visual impact of their content is one of the most valuable services we offer.

While many event organizers come with pre-prepared visuals, we understand that not everyone has the time, tools or experience to create content that’s optimized for a large-format LED screen. That’s where our optional content design and editing services come in.

Our team can assist with everything from simple formatting adjustments to full-scale visual production, depending on your needs. Whether you're starting from scratch or refining existing media, we’re here to make sure your content doesn’t just play, it pops.

Here are a few examples of what we can help with:

Adapting visuals for LED brightness and scale (ensuring contrast, readability and resolution).
Designing sponsor or branding loops with clean animations and transitions.
Creating custom countdown timers or info slides for agendas and schedules.
Building full slideshow presentations tailored to your event theme or message.
Reformatting videos or stills to the correct aspect ratio and resolution.
Compressing large files for smooth playback without quality loss.

LED screens behave differently from typical TVs or projectors. What looks good on a laptop might appear washed out or unreadable on a massive, high-brightness display. We’ll make sure your content is dialed in for color, contrast and legibility based on the 4.81mm pixel pitch and viewing distance of our screen.

If you're interested in design help, we recommend reaching out as early as possible. That gives us enough time to understand your goals, provide mockups or recommendations, and make any revisions before event day.

Bottom line: we’re not just here to deliver a screen — we’re here to help you deliver a memorable event experience.

8. How Long Does Setup Take?

A band performing live on an outdoor stage with an LED screen backdrop

One of the biggest advantages of our mobile LED screen system is how quick and efficient the setup process is. Unlike traditional video walls or projection setups that may require hours of assembly, multiple crew members, trusses or scaffolding, our system is designed for speed, simplicity and minimal disruption to your event timeline.

Our LED screen is mounted on a purpose-built mobile trailer with hydraulic lift and rotation mechanisms. This means that a single trained operator can complete the entire setup in as little as 15 minutes.

Here’s how the typical setup process unfolds:

The trailer is delivered and positioned at the approved spot (we’ll confirm access and clearance ahead of time).
The screen is raised hydraulically to the desired height, up to 23 feet for maximum visibility.
The operator adjusts the screen angle and rotation to match audience layout or sun position.
Power is activated via the onboard generator or shore power hookup.
Final signal connections are tested, and your content is previewed on screen.

If you're using any add-ons like cameras, microphones or laptop connections, we’ll test those as well. For larger or more complex setups, we may bring an additional tech to assist, but the core screen deployment remains fast and seamless.

Because everything is pre-mounted, pre-wired and road-ready, the setup process dramatically reduces downtime and setup costs which allows your team to focus on other event priorities.

9. What’s Included in The LED Screen Rental Package?

Stellar XP LED Screen at an event in San Francisco with the Golden Gate Bridge int he background

When you rent an LED screen from Stellar XP, you’re getting a complete, worry-free event audio-visual solution backed by a professional team. Our goal is to provide everything you need for a smooth, successful event from start to finish, with no unexpected gaps or headaches along the way.

Here’s what’s included in every full-service rental:

Mobile LED Screen (17’ x 10’): A high-resolution outdoor-rated LED display with 4.81mm pixel pitch, ideal for live video, graphics, sponsor content, and more. Bright enough for daytime visibility, and clear from up to 300 feet away.
Trailer With 360° Rotation and Hydraulic Lift System: The screen is mounted on a mobile trailer that can be rotated in any direction and lifted to nearly 23 feet high. This allows you to fine-tune visibility for your crowd layout, sun position, or venue setup.
Onboard Generator or Shore Power Hookup: Power is built in, thanks to our reliable onboard generator. If you have a 50-amp power supply on site within 100 feet, we can hook directly into it for quieter, fuel-free operation.
Weatherproof Speakers: Built-in OneSystem speakers designed to deliver crisp, clear audio in outdoor environments, rain or shine. These are included with every rental and calibrated to match the size and setting of your event.
Setup, Teardown and Full Operation: Our crew handles the entire process. We’ll arrive early, position and set up the screen, test your content, stay on site for live operation and handle teardown once the event wraps up.
Onsite Technician for the Entire Event: You’ll have at least one trained technician on site for the duration of your event. They’ll manage screen operation, troubleshoot any issues, adjust for crowd flow or sunlight, and support your team with any content needs in real time.

In addition to the essentials, we also offer a selection of optional add-ons to elevate your event even further:

Cameras for live video feeds.
Extra audio equipment and hookups.
Extra sound support for large or noisy environments.
Custom content creation or formatting services.
Live content switching or playback assistance.

This full-service model means you don’t have to coordinate with multiple vendors or stress over tech details. We bring the screen, the gear, the power and the people to make your event visually impactful and technically seamless.

10. How Much Does It Cost to Rent Your Screens?

a couple touring a wedding venue with a wedding planner carrying a clipboard and pointing to the podium

The cost of renting our mobile LED screen can vary depending on a few key factors, but our pricing is always structured around the principle of providing outstanding value by delivering a premium product at a fair, honest rate.

We build quotes based on your unique event needs, including the following variables:

Location: The distance we need to travel from our base and the accessibility of your event site can affect pricing. Events located within our standard service area may include delivery at no additional cost, while those requiring extended travel, multiple site visits or complex permitting may include additional logistics fees.
Event Duration: Whether you’re booking the screen for a few hours, a full day or a multi-day event will influence the final cost. We offer flexible rental windows that accommodate everything from single-night movie screenings to multi-day festivals, conventions and trade shows.
Optional Add-Ons: Our base package includes everything you need to run your screen successfully. However, if you’d like to enhance your setup with optional services, like microphones, live video cameras, content design or additional technicians, we’ll build those into your custom quote.

We understand that budgets are tight and timelines can be short, so our team works hard to create clear, customized quotes without the hidden fees or vague line items you might find elsewhere.

More importantly, our pricing reflects our commitment to quality:

Professional-grade screen technology, not just a low-cost rental.
Fast, reliable setup by experienced technicians.
On-site support for the entire event.
Peace of mind knowing your audience will have a great visual experience.
Tips for technicians are always welcomed, but completely optional.

Our philosophy is simple: Excellent product + great client service at a fair price = long-term relationships.

11. Do I Need Licenses for Public Screenings?

a couple cuddling close in front of a large LED display at an outdoor movie night in the park

Yes. If you’re planning to show a movie in a public setting, you’ll almost always need to obtain a proper screening license. This is true even if:

You purchased the movie legally (DVD, Blu-ray, or streaming).
You are not charging admission.
You consider it a private or community event.

In the eyes of the law, if your audience is not made up of your immediate family or a small circle of personal friends, it is considered a public performance and that requires a license.

We recommend working with one of the two most recognized public licensing organizations:

Swank Motion Pictures: Specializes in licensing for schools, parks, libraries and municipalities.
Criterion Pictures USA: Commonly used by churches, universities and corporate clients.

While movies are the most common reason planners need legal licensing, they aren’t the only one. Here are a few additional scenarios where licenses, permits or legal approvals may come into play:

Music Performance or Playback: If you’re broadcasting copyrighted music (via playlist, video or live band) in a public setting, you may need a license from a Performing Rights Organization (PRO) like ASCAP, BMI or SESAC, especially if it's not part of a private event.
Brand Logos or Promotional Footage: Using footage that includes unlicensed logos, advertisements, celebrity appearances or brand visuals could raise issues, especially at high-profile or ticketed events.
Live Sporting Events: Rebroadcasting NFL games, UFC fights or pay-per-view content without explicit permission is prohibited. Even free viewing parties may require event licenses from the content owner.
Drone Footage or Location-Specific Visuals: If your visuals include aerial shots or footage filmed at private venues or restricted zones, you’ll need to ensure you have clearance to use them publicly.

Legal issues around content licensing can be confusing, but you’re not alone. Our team has supported clients through a wide range of event types and can help you determine:

Whether your content needs clearance
Where to get it
How to protect your organization from liability

When in doubt, ask us and we’ll make sure your event stays compliant, stress-free and focused on delivering a fantastic experience.

11 Common Questions (& Answers) Event Planners Ask About Our LED Screen Rentals