How to choose an LED screen for an event in Barcelona: size, pixel pitch and budget
Quick answer: for a room of 50 to 100 people, a 2×1 m or 3×2 m LED screen is usually enough; for 100 to 300 people, start at 4×2 m. Pixel pitch is chosen by audience distance: as a rule of thumb, the front row should sit at least as many metres away as the pitch has millimetres. A professional rental includes transport, set-up, configuration, a technician and dismantling.
An LED screen is the first thing guests look at when they walk into the room. If it is too small, slides cannot be read from the back. If the pitch is too coarse for the distance, the front row sees the pixels. This guide explains how to get it right before you ask for a quote.
What size LED screen you need for your number of guests
Size depends mainly on the distance between the screen and the last row, not only on headcount. A common audiovisual reference is that the last row should be no further than about 6 times the image height if the audience needs to read text.
| Guests | Suggested size | Typical use |
|---|---|---|
| Up to 50 | 2×1 m or LED totem | Meetings, showrooms, small presentations |
| 50–100 | 2×1 m or 3×2 m | Company presentations, training sessions |
| 100–300 | 4×2 m or larger | Congresses, conventions, launches |
| Over 300 | 6×4 m or custom set-up | Plenary sessions, concerts, outdoor events |
In long rooms or rooms with columns, one central screen plus two side TVs often works better than a single very large screen.
Format: 16:9 or custom
If you will show PowerPoint or Keynote slides, ask for a 16:9 screen and prepare your content in that format. Modular screens allow panoramic or vertical formats, but the content then has to be designed for those dimensions.
What pixel pitch is and which one to choose
Pixel pitch is the distance, in millimetres, between the centres of two pixels. The lower the number, the sharper the image looks up close and the more expensive the screen. The industry rule of thumb is simple: 1 metre of minimum distance for every millimetre of pitch. Manufacturer tables put the comfortable viewing distance at around 1.7 times that value.
| Pixel pitch | Front row (minimum) | Comfortable distance | Best for |
|---|---|---|---|
| 2.5 mm | 2.5 m | ~4.3 m | Meeting rooms, totems, stands |
| 2.9 mm | 2.9 m | ~5 m | Indoor presentations and congresses |
| 3.9 mm | 3.9 m | ~6.7 m | Large rooms, stages |
| 4.8 mm or more | 4.8 m | ~8.3 m | Outdoors and long distances |
In practice, an indoor corporate event almost never needs anything finer than 2.5 mm. Paying for a finer pitch than you need does not improve what guests see from their seats.
LED screen or projector: when each one makes sense
An LED screen emits its own light, so it looks good in daylight, in bright rooms and outdoors. A projector is cheaper, but it needs a dark room and a projection surface.
Choose LED if the room has large windows, if the event takes place during the day, if cameras are recording or streaming, or if you want strong brand colours. A projector is still a good option for training sessions in dark rooms on a tight budget.
Indoor or outdoor: brightness and protection
Outdoor screens are brighter and built to withstand the weather. For terraces, gardens, Ibiza beach clubs or street events, ask specifically for an outdoor screen. For reference, our indoor/outdoor LED totem has a 2.5 mm pitch and 5,400 nits.
Outdoors you also need to plan the structure, ballast or anchoring, power supply and a plan in case the wind picks up.
What a professional LED screen rental includes
A modular LED screen is built panel by panel on a structure, calibrated and connected to the video system. A complete rental should include:
- Transport, set-up and dismantling.
- Structure or support (ground-stacked, flown or on truss).
- Video processor and signal cabling (HDMI or SDI).
- Configuration and tests with your presentation before guests arrive.
- A video technician during the event, if content changes or there is live video.
At AlquilarSonido we work with 3×2 m and 6×4 m LED screens in indoor and outdoor versions, as well as LED totems. You can see the available models on our LED screen rental in Barcelona and Ibiza page.
How much does it cost to rent an LED screen?
The price depends on five factors: square metres of screen, pixel pitch, indoor or outdoor, rental days, and set-up and technician time. Moving from 3×2 m to 4×2 m, or from indoor to outdoor, changes the quote more than an extra rental day.
For congresses and conventions it usually pays to book the screen together with the sound system. You can combine an LED screen with any of our sound packages for events, with installation and technical support included.
Common mistakes when renting an LED screen
- Choosing the size by the room, not by the last row. Measure the real distance before asking for a quote.
- Not checking the content. A 4:3 video or a PDF with small text looks bad on any screen.
- Forgetting the power supply. Ask the venue how much power is available next to the stage.
- Booking late. In peak season (trade fairs, congresses, Christmas) screens are booked weeks in advance.
- Not planning a technician. With videos, speakers switching presentations or streaming, a technician prevents black screens.
Frequently asked questions
How far in advance should I book an LED screen?
We recommend booking at least one or two weeks ahead, and earlier around trade fairs, congresses or Christmas. For urgent requests, ask about availability.
Is set-up included in the rental?
Yes. Our LED screen service includes transport, set-up, configuration and dismantling, and we can add a video technician for the whole event.
Can I connect my laptop to the LED screen?
Yes. It connects to a Mac or PC via HDMI or SDI, or to a media player. Ideally, test your presentation on the screen before the event.
Can an LED screen be used outdoors?
Yes, with dedicated outdoor screens, which are brighter and weather-resistant. They are the right choice for terraces, gardens and open-air events.
Do you only work in Barcelona?
No. We work in Barcelona and the surrounding area, the Costa Brava and Ibiza, and can travel to other areas on request.
Which is better for a presentation: an LED screen or a TV?
For small groups, a 75” to 100” TV can be enough. From about 50 people, or if you want a branded stage backdrop, an LED screen is the right choice.
Shall we prepare your LED screen?
Tell us the date, the venue, the number of guests and what you will show. We will recommend the right size and pitch and send you a quote with transport, set-up and technician included.
Call us or message us on WhatsApp at +34 722 486 052, or email [email protected].
