7. The Rental Process From Start to Finish
Step 1 is to contact the potential provider. You may call or email them. Whether you know exactly what you want or just have questions, good companies will be welcoming and answer any questions that you have without trying to sell to you.
If you are ready to receive a quote, the LED company will ask some basic information such as how large your event is, what the minimum/maximum viewing distance will be, and some additional logistical questions. Based on your needs they will help you select the right product and send over an official quote.
Once the quote is generated, there will be a contract for services. LED companies typically require a down payment of between 25% and 50% of your invoice prior to completion. Should you need to cancel your event, the down payment is usually non-refundable, however that deposit can be used as credit toward any future event.
Once the contract is inked, you and your provider will continue to work through logistics. They will also consult you with content capabilities, ideas, and design best practices. They will typically require a “run of show” (a document detailing what content to play when) and all of the files to be sent over via a cloud file sharing service several business days in advance to the show.
When your event day comes, you will have 1 or multiple LED technicians arrive onsite at a predetermined time. Depending on the estimated setup time and show requirements, they may arrive several hours prior to start time, or the day before. You will have at least one technician to operate the screen(s) per the run of show. They are onsite for the duration of the event to cater to your needs and troubleshoot any potential technical issues if they arise.
Once the event is completed (also referred to as “strike” time, or the time that they can power down the screen), your technician will begin tearing down the equipment to hit the road. Your sales representative will follow up with you the next business day to ensure your satisfaction, and may ask you for a review of their services.
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