Choosing the Right Rental Stage for LED Screen Support – An Event Planner Guide

LED video walls are undeniably a part of the live event landscape now. What used to be prohibitively expensive is now used for a variety of live events ranging from corporate events in hotel ballrooms to outdoor sporting events, and everything in between. In almost all cases, professional event staff need to elevate the LED video wall above ground level. In this Guide, we’ll discuss the best (and safest) way to get these LED screens in front of your attendees in both indoor and outdoor environments.

In an indoor event environment, using LED video walls are exceptionally impactful and far more flexible than projection. However, placement can be problematic. Unlike a projection screen which can just be picked up and moved, LED video walls are heavy. It’s important to make sure that the LED video wall is placed correctly the first time to avoid costly and unnecessary labor overages.

Sometimes the best solution is to fly the video walls is using overhead rigging points. However, some venues do not have the points available for rigging, or they may not be in the right spot to facilitate the stage design. Additionally – as we’ve mentioned – LED video walls are heavy. A venue, hotel ballroom, or exhibit hall space my not be comfortable with hanging points in a ceiling that’s not certified. And let’s face it, if the venue isn’t comfortable hanging gear out of their ceiling, then you as a planner shouldn’t be either.

The solution is to ground support the LED video walls using staging. At In Depth Events, we use the Bil-Jax staging system. Our stage panels are best for ground supporting screens because they have significantly higher weight tolerances than hotel stages, and they are extremely configurable. Our panels can provide LED video walls support stages in a variety of options for width, length, and height. Using staging for video wall support offers the event professional a variety of advantages as far as placement, as well as saving you and your end client the exorbitant rigging costs that can come with being in a hotel ballroom or exhibit hall space.

Any outdoor event has a long list of challenges to surmount before the first attendee walks through the gate. When you are planning sporting events, concert events, and festivals, you face unique space and power requirements – not to mention guessing what weather will be like in six months to a year. Making sure that the LED video screens are visible and safe is the best way to capture and project the action to your attendees.

The Bil-Jax staging that we use here at In Depth Events are 4’x4’ staging panels, and their weight tolerance is second to none in the staging business. We can elevate LED video walls up to a starting point of 12’ above ground level. In addition, our panels can be drilled though, allowing ugly ballast to be placed under the staging support – and out of sight of your attendees. Our staging can be set on challenging grades as well, allowing event professionals to utilize event space that might have been previously unusable.

The “New” Financial Future of Outdoor Event Production

At In Depth Events, we’ve been watching industry trends to see how event promoters and attendees address social distancing and healthy behavior. Typically, the fall season sees lots of municipal events and community gatherings in Texas, but this year, the scene is evolving. The truth is, outdoor event production is changing, so it’s essential to stay ahead of the trends. As we have watched this year unfold, we have kept a close eye on things, here are some recent trends we have seen in live events that we wanted to share with you.

Social distancing at live events

One of the most significant event trends in a post-COVID world is the resurgence of the drive-in movie. For years, these theaters have been on the decline except for very specific locations. This year, however, business is booming. The combination of the outdoor theater and car access has redefined what “going out” means.

Screenshot of thewalmartdrivein.com

Piggybacking on this change has been the promotion of drive-in movies in temporary locations and venues. We’ve seen municipalities and collegiate clients interested in these types of events as well. As always, the questions that come up are movie licensing and FM transmission. Another common question is the use of a projector/screen or an LED Video wall. (Tip – if you expect to do the event in the early evening or during the day at all, you have to use LED panels, as projection won’t work in daylight).

Wal-mart is also doing a limited number of drive-in movies – in Wal-mart parking lots! The shopping giant is taking 160 of their locations and giving away free tickets to movies shown on large screens. The movie lineup is pretty amazing, as well. While this is a blatant grab for customer loyalty and retention, it’s an interesting plan given our current situation – and it’s been wildly successful. Almost all showings are already fully reserved. You can find out more at https://thewalmartdrivein.com/

Live music and tailgating – financial strategies

In our new world, the standard ways of making money in live events have changed. Concert promoters, music venues, and churches are all struggling to understand these new ways of making money in events. Many times, these unproven methods make long-term investors and promoters skeptical. Here’s a breakdown of some of these unique events and how they work in a post-COVID world.

Social Distancing in Ireland. This promotions team is selling their concert attendance with a new twist. The old way of making money on ticket sales was simple: one person – one ticket. The price of the ticket could be scaled based on GA or a specific seat in the venue. This recent concert in Ireland has turned heads worldwide by selling event spaces instead of selling individual tickets. Concert attendees purchase a 10’x10’ space with a maximum of 4 attendees. Depending on how close to the stage space is, it’s delineated by the bike rack, or built on system scaffolding, so everyone gets a great view. Additionally, F&B sales are handled by an app – you order your food or drinks with your booth number, and a runner brings it to you.

In this model, ticket sales are still an income generator, as well as F&B and parking. The promoter does say that they couldn’t have done it without significant sponsorship – however, this new style of dedicated space is a pretty exciting idea, and we feel that some elements of it will probably last beyond COVID.

Automobile tailgating – Texas Style. Nobody tailgates like Texans – and our hometown of McKinney, Texas, has a new idea that has been successful during the late summer. These concerts are selling a 20’x20’ event space, where part of the space is the parking for your car! It’s a great idea that merges the convenience of a drive-in movie with the excitement of a live show.

The most obvious problem from a financial standpoint is the loss of F&B, as most people will bring food and drinks in with them in their car. Additionally, ticket prices seem to be a little low at $45 per car in advance and $55 on-site. All parking is GA, first come, first served. It’s another idea that is interesting, but would be almost impossible without significant sponsorship.

The future of live events – 2021 and beyond

While there is no question that live events are an all-time low right now, the flip side is that there will be live events again. In a recent discussion with one of my friends, he mentioned that stagehand and technician labor rates were their highest event in 2019.

The question that everyone is asking themselves (and each other) is “when will things be normal again”? Some people want to use a date – I keep hearing November 5 mentioned a lot. Some people say that after a vaccine is developed and available. The real answer is that events will never again be the same as they were pre-COVID. Maybe, they will be better.

Event Outdoor Signage and Structures for Sporting Events and Festivals – An Event Planners Guide

For large scale events like sporting events, large festivals and Municipal events, signage becomes a serious issue. If your event spans an area over several acres, how to you point people to the main stage, restrooms or the emergency services area? No less critical is the branding of the event and the branding of your vendor areas. At In Depth Events, we are experts at event outdoor signage using a variety of media. Read on for more information!

Live Events – Structure and Banner Solutions from In Depth Events

At In Depth Events, we are experts at event outdoor signage solutions. We’ve used structures with vinyl banners as well as structures with large scale video walls. Our technicians and engineers work hard to make sure these structures are safe, look great and fulfill the needs that put them there in the first place – to inform your attendees about a specific direction, scheduled event or vendor message.

Here are the four types of structures that you can easily use at your next festival, sporting event, or marketing event:

Inverted “U”:

An inverted “U” is a mini-beam truss structure. It’s a great way to display a large banner such as a backdrop for a small stage or a step and repeat banner at a selfie station. These structures are incredibly wind resistant, inexpensive and look great.

Media Towers:

A media tower is either a triangular or square structure designed to hold large format LED Video walls. These structures are usually about 20′ tall and very, very strong. They work well at central locations with lots of foot traffic – like outside the food court area. The screens are used for vendor promotion, calendar/schedules of your event and live tweets. When equipped with loudspeakers, these towers can also be used for announcements of upcoming events as well as emergency messages.

Truss and Ballast:

A Truss and Ballast structure is a proprietary type of signage that only In Depth Events has. In combination with a 20-foot tall vertical piece of 24-inch x 30-inch truss is a 3600 pound ballast made of concrete and steel. These units can be placed anywhere for very tall, very visible banners. We also use them for outdoor light towers and as support for commercial bulb stringers. These unique outdoor signage structures have been engineer certified to withstand well over 70 MPH winds while only using a 4-foot X 4-foot ground area.

Gateways:

A gateway is a mini-beam structure that is engineered to allow people to pass under or through it. They are most often used at the event entry or exit or, when attendees are passing through to a different part of the festival. Gateways are usually lighted with signage towers on both sides. Gateways are typically where the event name and sponsors are located, but it’s also become a great location for a selfie station.

The Bonus Structure Type – Custom Signage Towers:

Do you see something here that inspires you to create a new idea? Do you have an idea that is completely off the beaten path? The experts at In Depth Events can (and have!) provided event outdoor signage using custom structures that don’t look like anything else. From truss vaults to branded outdoor seating lounges and even toboggan slides – our experts can create something completely new for your event. Challenge Accepted!

Choosing the right vendor for live event outdoor signage structures

In Depth Events handles event outdoor signage structures for events all over the nation, so make sure to contact us first. However, our Canadian and international event planners may have a difficult time finding a reputable vendor. Here are a few pointers:

First and foremost – trust your gut. Don’t settle for a company that doesn’t seem right for your needs.

Make sure the company you choose is capable of providing engineer certified drawings.
The company needs to be registered as a certified building contractor in at least their home city.
The company should own their own equipment, especially the trussing, tie-downs and ballasts.
Find a company that has recommendations for a signage or vinyl firm. Having a good relationship with a signage vendor means they know what specification are needed.

Questions? Feel free to Ask a Question of our experts. We hope you enjoyed this blog post and make sure to check out our other Event Planner Guides while you are here.

Flush Mount Acrylic Pool Covers – An Event Planners Guide

Maximize your event space and create a unique swimming pool cover look

At In Depth Events, we are always looking for innovative ways to really amplify the impact and create unforgettable memories for your event. We’ve recently developed a new swimming pool cover mounting technology that can transform any pool into a elegant dance floor or walkway that is completely flush with the deck surface. It’s almost as if your floating on water.

You will always have the normal pool cover options available: Standard rental staging surface / Frosted pool cover surface / Clear pool cover surface… which are all great options to maximize your event. You can learn more about the standard options for rental swimming pool covers here.

With the new flush mount swimming pool cover, we’re providing an enhanced option with more “WOW factor”. You can see in the image above the stunning ambiance created by a flush mount pool cover rental. This particular project was for a private event held in the Dallas area. After the party, the event coordinator stated the party was flawless and her client was extremely pleased.

Benefits of Using a Flush Mount Pool Cover

We’ve covered the sexy details about the flush mount pool cover, but there is a lot more to learn. Aside from the exquisite visual aspect, here are other key benefits that make a flush mount pool cover ideal for any corporate or residential event:

The frame is constructed from steel connected by steel crossbar stabilizers. We install all materials onto a protective barrier which prevents your swimming pool and deck surface from damage during the install or dismantle process. Your choice of clear or frosted plexi-glass panels are mounted to the frame and precisely cut to fit the size and shape of your pool area. The flush transition from the pool cover to the deck surface creates a safer area for your guests which can help minimize the risk of trips and falls.

Take a look at the before and after images below so you can see the amazing transformation that takes place during the flush mount pool cover installation process.

The image on the left is the swimming pool before the event took place. The image on the right is the same pool, after the flush mount pool cover installation was complete.

If you’re ready to take the plunge on a swimming pool cover rental, then Ask a Question of the experts at In Depth Events. We look forward to hearing from you and working with you!

Category: Event Planner Guides