Top 5 Mistakes Event Organizers Make With LED Screens And How To Avoid Them
Event screens are getting bigger, brighter, and more impressive. But with all that power comes responsibility and pressure. Today’s event organizers aren’t just looking for a screen that plays video. They want something reliable, sharp, and stress-free. Because when things go wrong with an LED screen, everyone notices.
More events now rely on full AV setups with trailer-mounted LED screens. They grab attention fast, but they also come with real technical demands. From screen size and aspect ratio to setup time and safety, every detail matters. If you miss just one step, it can cost you the entire show.
The truth is, most mistakes with LED screens are avoidable. But you have to know what to look out for. And that’s exactly what we’re breaking down today. Whether you’re planning a concert, race, festival, or corporate event, this guide will help you avoid the biggest LED screen headaches before they happen.
1. Choosing the Wrong Screen Size and Resolution
Many event planners make the mistake of guessing screen size without thinking about the actual viewing distance. A common rule of thumb is one foot of screen height for every ten feet of distance between the audience and the screen. If you go too small, people in the back won’t see. If you go too big for a small space, the screen looks overpowering and awkward. At Jagen Events, we’ve seen screens placed behind poles, under tents, or at weird angles, all because of poor size planning. Always match your screen size to your venue space and audience layout.
Also, aspect ratio matters. LED screens are mostly 16:9. If your videos are shot in 4:3 or vertical formats, they’ll look off. Stretching content can lead to blurriness or black bars. Always double-check your content resolution before the event. Make sure it fits the screen. This small step can make your whole event look professional instead of messy.
2. Underestimating Setup Time and Facing Technical Issues
This is one of the most common mistakes, especially among new event organizers. They block just 30 minutes for screen setup and move on. But LED trailer screens are not plug-and-play. Setup includes parking the trailer, securing it safely, lifting the screen, connecting cables, testing inputs, checking power, and syncing audio. That takes time.
When you rush, technical issues pop up. Panels might flicker. Audio might lag. A cable might be loose. If you don’t leave time for a proper test, you’ll end up solving these problems in front of your guests. That’s stressful and unnecessary. Always plan extra setup time. Run a full test before people arrive. Pay attention to small glitches. They often become big problems if ignored.
3. Ignoring Safety and Tripping Hazards
A big screen draws eyes, but cables on the ground can trip feet. One of the biggest safety issues with full AV setups is cable management. When you don’t tape cables or cover them, people trip. And that can cause injuries or lawsuits. Always tape or cover every cable. Pay attention to high-traffic areas, especially around walkways and behind the screen.
Also, never forget how heavy trailer-mounted screens are. They need to be grounded correctly. If there’s wind or rain, the screen must be stable. Outdoor events need special attention. We've seen events canceled because the screen wasn't weather-ready. Use proper weights, locks, and weatherproof connectors. Safety first, always.
4. Forgetting a Backup Plan and Real-Time Support
Screens can fail. That’s reality. Yet some event organizers never think about it until it’s too late. You need a backup plan, not just in your head, but in action. Bring spare LED panels. Bring extra power cables, adaptors, and content drives. If something breaks, you should be able to fix it in real time.
You also need people on-site. Real-time tech support is crucial. Even if your team is smart, a trained AV technician knows what to do under pressure. Without that, small tech issues can spiral into big disruptions. Have someone there who can handle the screen, sound, signal, and everything in between. That kind of support turns problems into quick fixes.
5. Skipping AV Production Details and Attention to Details
Some planners focus on decor and food but forget about the actual experience—what people see and hear. That’s a major mistake. Audio-visual production ties your whole event together. If the video lags, if the audio is off, if there’s no sync, the crowd notices. It ruins the flow.
AV production isn’t just about pressing play. You need to plan lighting, especially outdoors. Sunlight can wash out screens. LED screens are bright, but they still need good placement. Sometimes you need shade. Sometimes you need screen hoods. And never assume the screen has speakers. Many trailer screens don’t. You must coordinate audio separately and make sure everything works together. Double-check every detail. Don’t assume. Verify.
Some Other Common Mistakes to Avoid
1. Booking too late: Waiting until the last week to book an LED screen limits your options. You may not get the right screen size, or it may already be rented. This also rushes the setup planning.
2. Not measuring venue space: You must measure the exact area where the screen will go. Many forget to check pole placements, trees, or stage height. This results in poor visibility.
3. Using poor content: Low-quality videos look even worse on large LED screens. Don’t stretch or upscale small clips. Prepare high-resolution files in the right format and aspect ratio.
4. Ignoring power needs: LED screens need stable power. Some venues can’t supply enough. Without proper power, your screen can flicker or shut off mid-show.
5. No weather plan: Outdoor events require weatherproofing. Bring covers for rain and know where to power down safely in storms. Wind and water are serious risks.
6. No tech crew: Not having a trained AV technician during the event is risky. Things can go wrong quickly, and you need someone who can fix issues fast.
7. Forgetting content testing: Just because a file plays on your laptop doesn’t mean it will on the LED screen. Test your video and audio in advance with the exact setup.
8. Poor cable management: Loose or exposed cables are dangerous. People trip, equipment disconnects, or connections short out. Tape them down securely.
9. No backup plan: If a screen panel dies or a cable snaps, do you have replacements on-site? Most don’t. That’s a big mistake.
10. Not double-checking: Even when everything seems fine, always do a last run-through. A missed cable or forgotten file can cause chaos when it’s showtime.
How Jagen Events Solves Your Problem?
At Jagen Events, we don’t just drop off a screen and disappear. We work with you from the moment you call us. Our team understands the pressure that comes with planning an event. That’s why we take the guesswork out of LED screen rentals.
We start by reviewing your event space. We ask about the seating arrangements for your guests, the viewing angles, and whether the event will be held indoors or outdoors. This helps us choose the best screen size for you. Our largest trailer-mounted screen measures 23 x 13 feet, ensuring it fits your space perfectly.
Next, we help with content. We ask for your videos or slides in advance so we can check the resolution and aspect ratio. If anything looks off, we’ll help you fix it before the event. We double-check every file to make sure it runs smoothly.
Then we focus on the setup. We schedule enough time to park, lift, and secure the trailer-mounted LED screen. We tape all cables to avoid tripping hazards. We ground the trailer properly, check for wind risks, and cover cables if there’s rain.
We always come with a full backup kit. That includes extra cables, panels, connectors, and drives. If something breaks, we fix it on the spot. Our team is trained to spot problems early and solve them fast.
During your event, our technicians stay on-site. They monitor video, audio, signal, and everything in between. If anything goes wrong, they fix it in real time. You don’t have to stress. You focus on your guests. We’ll handle the screen.
We believe successful events come from paying attention to small things. That’s what we do every single time. Whether it’s your first event or your hundredth, we treat it like the biggest show in town.
Conclusion
LED screens can make your event shine or they can become your biggest headache. Avoid choosing the wrong screen. Avoid poor setup, skipped safety checks, and missing backup plans. Don’t leave things to chance.
At Jagen Events, we handle every part of your full AV setup. We bring the screen. We bring the gear. We bring the team. More importantly, we bring the peace of mind you need. Planning an event doesn’t have to be stressful. With the right partner, it becomes simple.
Pay attention. Plan early. Double-check everything. And let Jagen Events help you create a great event that’s safe, cost-effective, and unforgettable.