Planning an event? Then you already know the screen is not just a screen. It’s the main stage for your message, your videos, your wow factor. But pick the wrong one, and you could end up with a blurry mess, awkward angles, or people squinting from the back row, wondering what’s going on.
Whether it’s a corporate presentation, live concert, or product launch, getting the right screen holds attention, gets the message across, and makes people remember what they saw. Think of it as the window through which your audience sees your story. So, it better look good, right?
In this guide, we’re breaking it all down, projectors vs LED walls vs TVs, how to pick the right size, what works best for your venue, and what to definitely avoid. Plus, we’ll drop some pro tips to make your screen setup smooth, stress-free, and impressive.
Let’s dive in and find your perfect screen match.
Why do you actually need a screen?
Yes, you need a screen even if the venue has four walls and a stage. Why? Because people can’t read your speaker’s slides from 30 feet away on a laptop. Your video won’t work on a tiny monitor in the back corner. And your audience shouldn’t need zoom lenses to see what’s happening.
Here’s why a proper screen matters:
- Everyone sees clearly, even in the back.
- Your message looks polished and professional.
- It boosts engagement with visuals and movement.
- It connects the audience to what’s happening in real time.
The screen is the stage for your content. Don’t let it fall flat.
Types of screens (know what you are working with)
Not all screens are created equal. You’ve got options, and each one works best in different situations.
Projectors
- Think: Old-school cinema.
- Best for: Dark rooms with no windows.
- Pros: Affordable and can go big.
Cons: Useless in a bright room. Washed-out visuals. Needs lots of setup space.
LED Video Walls
- Think: Big digital Lego blocks with insane brightness.
- Best for: Big, bright spaces or outdoor events.
- Pros: Super clear. Custom sizes. Looks incredible.
- Cons: Costs more than other options.
TVs & Monitors
- Think: Oversized home TV.
- Best for: small meetings or breakout rooms.
- Pros: Crisp images, simple to set up.
- Cons: Not made for large crowds. Not great from far away.
Quick Tip: If your screen needs to compete with sunlight or stage lighting, always go LED. If you’re in a dark, intimate space, projectors can still shine.
Audience size and room layout matter a lot
Here’s where people get it wrong. They think any screen will do. Nope. A screen that’s perfect for 50 people will not work for 500. The room shape matters too. Long, wide, tall; it changes everything. And don’t forget the people in the back. If they can’t see, they’ll tune out.
General guidelines:
- Screen height should be 1/3 of the distance to the furthest viewer.
- For example, 30 feet to the back row = a screen about 10 feet high.
Additionally, consider:
- Stage height (so the screen is not blocked).
- Viewing angles (wide rooms need wide visuals).
- Ceiling height (can you even fit the screen you want?).
Light (the invisible enemy)
Natural light looks great on camera. But it’s brutal on weak screens.
If your space is bright:
- Projectors won’t cut it unless you go for a super high-end option.
- LED screens are your best friend – they shine through the glare.
If it’s dim or dark:
- Projectors can work great and save you some cash.
| 💡 Pro Tip: Always check how much light hits the screen at the time of your event. A morning event in a sunlit room is very different from a 7 PM setup. |
What’s on your screen? Content matters.
- Are you showing:
- Slides with text?
- Videos with loads of details?
- Live camera feeds?
Different content needs different screen quality.
If it’s just text or basic slides:
- Any decent screen will do.
If it’s high-def video or live streaming:
- You want sharp resolution – minimum HD, ideally 4K.
Resolution 101:
- More pixels = sharper image.
- HD = 1080p = good for general stuff.
- 4K = ultra clear = great for fancy content.
You don’t want your beautiful footage to look like a pixelated YouTube video from 2005.
Don’t forget the setup.
This is not just about the screen itself. Think cables, stands, signal processors, screen mounting, input connections, and more.
You’ll need:
- A compatible media player or laptop.
- The right cables (HDMI, SDI, etc.).
- A solid stand or rig to hold the screen.
- Someone who knows how to plug it all in and make it work.
And here’s a golden rule: Test everything early
Stuff can look totally different on a big screen than on your laptop. Colours shift. Text size shrinks. Layouts break. Fix it before your guests arrive.
A few common mistakes to avoid
There are mistakes that ruin shows:
- Choosing based solely on price instead of performance.
- Forgetting about light levels.
- Renting a screen without checking the room size.
- Leaving the setup to someone who’s “kind of techy.”
- Not testing the content beforehand.
Always get help from people who do this every day.
Don’t try to do it alone (call the pros)
You don’t need to figure all this out on your own. That’s what AV Productions is here for. We don’t just rent screens, we help you find the right screen for your space, audience, and content.
They’ll:
- Look at your event space and recommend the best screen.
- Set it up safely and correctly.
- Provide tech support during the event (in case anything acts up).
- Match your screen with the right sound, lighting, and staging if needed.
One team, all the gear, no surprises.
Wrapping up
Choosing the right screen is more than just picking the biggest or cheapest one. It’s about helping your message land. It’s about making your audience feel involved, connected, and impressed. That screen is doing a lot more than you think.
Take the time to choose smartly, or better yet, let someone help you choose wisely. A great screen can take your event from “meh” to “wow”.Let AV Productions help you choose the perfect screen and manage your entire AV setup — from LED walls and projectors to audio and lighting. Whether you’re planning a conference, award show, wedding, or concert, we’ve got the gear and the pros to make it run smoothly. Get in touch today and let your visuals steal the show.
