LED Screen for Events Pricing Guide: Rental Costs, Size Options & Hidden Charges in India

Planning an event in India and wondering about Price of LED screens for events? Getting accurate pricing information can be challenging with varying quotes and hidden charges. This comprehensive guide reveals the real costs, compares options across Indian cities, and helps you budget effectively for your next event.

Table of Contents

• LED Screen Rental Pricing Overview

• City-wise Pricing Comparison

• Size Options and Cost Structure

• Hidden Charges Revealed

• Factors Affecting LED Screen Rental Prices

• Budget Planning Calculator

• How to Get Best Pricing

• Price Comparison: Purchase vs Rental

LED Screen Rental Pricing Overview

LED screen rental prices in India vary significantly based on location, size, and specifications. Here's what you can expect to pay in 2025:

Quick Price Reference

Screen Size	Indoor Price Range	Outdoor Price Range	Popular For
6x4 feet	₹8,000 - ₹15,000/day	₹12,000 - ₹22,000/day	Small gatherings
8x6 feet	₹15,000 - ₹28,000/day	₹25,000 - ₹40,000/day	Medium weddings
10x8 feet	₹25,000 - ₹42,000/day	₹38,000 - ₹55,000/day	Corporate events
12x8 feet	₹35,000 - ₹58,000/day	₹48,000 - ₹72,000/day	Large weddings
16x10 feet	₹55,000 - ₹85,000/day	₹75,000 - ₹1,20,000/day	Concerts/Festivals

Prices include basic setup and standard content playback. Additional charges may apply - see hidden charges section.

What's Included in Base Price?

 LED screen panels and mounting structure  Basic content playback system  Standard setup and dismantling  Technical operator during event  Power and signal cables

Companies like Lumina Display offer transparent pricing with clearly defined inclusions, helping clients avoid surprise charges.

City-wise Pricing Comparison [2025 Rates]

Mumbai LED Screen Rental Prices

Premium pricing due to high demand and logistics costs

Size	Indoor Events	Outdoor Events	Wedding Packages
8x6 feet	₹18,000-30,000	₹28,000-42,000	₹22,000-35,000
12x8 feet	₹32,000-52,000	₹48,000-68,000	₹38,000-58,000
16x10 feet	₹58,000-88,000	₹78,000-1,25,000	₹68,000-98,000

Additional Mumbai Costs:

• Transportation within Mumbai: Included

• Navi Mumbai/Thane: ₹3,000-5,000 extra

• Outstation (Pune/Nashik): ₹8-12/km

Delhi LED Screen Rental Prices

Competitive rates with established vendor network

Size	Indoor Events	Outdoor Events	Corporate Rates
8x6 feet	₹15,000-25,000	₹25,000-38,000	₹18,000-28,000
12x8 feet	₹28,000-45,000	₹42,000-62,000	₹32,000-48,000
16x10 feet	₹52,000-78,000	₹72,000-1,10,000	₹58,000-85,000

Delhi NCR Coverage:

• Gurgaon/Noida: ₹2,000-4,000 additional

• Faridabad/Ghaziabad: ₹2,500-4,500 additional

Bangalore LED Screen Rental Prices

Tech hub with quality-focused pricing

Size	Indoor Events	Outdoor Events	IT Event Rates
8x6 feet	₹16,000-26,000	₹26,000-39,000	₹19,000-29,000
12x8 feet	₹30,000-48,000	₹44,000-64,000	₹34,000-52,000
16x10 feet	₹54,000-82,000	₹74,000-1,15,000	₹62,000-88,000

Chennai LED Screen Rental Prices

Size	Indoor Events	Outdoor Events	Wedding Rates
8x6 feet	₹14,000-24,000	₹24,000-36,000	₹17,000-27,000
12x8 feet	₹26,000-44,000	₹40,000-60,000	₹31,000-48,000
16x10 feet	₹48,000-75,000	₹68,000-1,05,000	₹56,000-82,000

Pune LED Screen Rental Prices

Size	Indoor Events	Outdoor Events	Average Cost
8x6 feet	₹13,000-22,000	₹22,000-34,000	₹17,500
12x8 feet	₹24,000-40,000	₹36,000-56,000	₹40,000
16x10 feet	₹44,000-70,000	₹62,000-95,000	₹67,500

Regional Coverage:

• Nashik/Aurangabad: ₹6-10/km transportation

• Kolhapur/Satara: ₹8-12/km transportation

Lumina Display Systems maintains consistent pricing across these major cities with regional adjustment factors, ensuring fair and competitive rates nationwide.

Size Options and Cost Structure

Standard LED Screen Sizes for Events

Small Event Screens (50-200 guests)

6x4 Feet LED Screen

• Pixel Pitch: P3-P4

• Resolution: 576x384 pixels

• Viewing Distance: 3-8 meters

• Power Consumption: 800-1200W

• Rental Price: ₹8,000-₹18,000/day

Best For: Birthday parties, small corporate meetings, intimate weddings

Medium Event Screens (200-500 guests)

8x6 Feet LED Screen

• Pixel Pitch: P2.5-P3

• Resolution: 768x576 pixels

• Viewing Distance: 5-12 meters

• Power Consumption: 1200-1800W

• Rental Price: ₹15,000-₹40,000/day

Most Popular Size - Perfect balance of visibility and cost

10x8 Feet LED Screen

• Pixel Pitch: P3-P4

• Resolution: 960x768 pixels

• Viewing Distance: 6-15 meters

• Power Consumption: 1800-2500W

• Rental Price: ₹25,000-₹55,000/day

Large Event Screens (500+ guests)

12x8 Feet LED Screen

• Pixel Pitch: P3-P4

• Resolution: 1152x768 pixels

• Viewing Distance: 8-20 meters

• Power Consumption: 2200-3200W

• Rental Price: ₹35,000-₹72,000/day

16x10 Feet LED Screen

• Pixel Pitch: P4-P5

• Resolution: 1536x960 pixels

• Viewing Distance: 12-30 meters

• Power Consumption: 3500-5000W

• Rental Price: ₹55,000-₹1,20,000/day

20x12 Feet LED Screen

• Pixel Pitch: P5-P6

• Resolution: 1920x1152 pixels

• Viewing Distance: 15-40 meters

• Power Consumption: 5000-7500W

• Rental Price: ₹85,000-₹1,80,000/day

Custom Size Options

Many events require non-standard dimensions:

Creative Shapes Available:

• L-shaped configurations: 20-30% premium

• Curved installations: 35-50% premium

• Ultra-wide formats: 15-25% premium

• Portrait orientations: Standard pricing

Calculation Formula: Base cost per square foot  ×Area X Location multiplier x Specification premium

Example: 10x6 feet in Mumbai

• Area: 60 sq ft

• Base cost: ₹400/sq ft

• Mumbai multiplier: 1.2

• P3 premium: 1.1

• Total: 60 x 400 x 1.2 x 1.1 = ₹31,680/day

Hidden Charges Revealed

Be aware of these additional costs that vendors may not mention upfront:

Transportation and Logistics

Within City Delivery

• Included: Most vendors include delivery within city limits

• Extended areas: ₹2,000-₹5,000 extra for suburbs

• Same-day delivery: ₹3,000-₹8,000 premium

Outstation Transportation

• Distance-based: ₹8-₹15 per kilometer (both ways)

• Fuel surcharge: 10-15% of transportation cost

• Toll charges: Actual (₹500-₹2,000 typical)

• Driver allowance: ₹1,500-₹3,000 per day

Example: Mumbai to Pune (160 km)

• Transportation: 320 km x ₹12 = ₹3,840

• Fuel surcharge: ₹576 (15%)

• Tolls: ₹800

• Total additional cost: ₹5,216

Setup and Installation Charges

Standard Installation: Usually included Complex Installations:

• Hanging/suspension: ₹5,000-₹15,000

• Rooftop mounting: ₹8,000-₹20,000

• Multi-story buildings: ₹10,000-₹25,000

• Crane requirement: ₹15,000-₹40,000

Weather Protection

• Canopy/shelter: ₹5,000-₹12,000

• Weatherproofing: ₹3,000-₹8,000

• Ground protection: ₹2,000-₹5,000

Technical Support Charges

Operator Costs:

• Standard events: Usually included for 8-10 hours

• Extended hours: ₹1,500-₹3,000 per additional hour

• Overnight events: ₹5,000-₹12,000 extra

• Multiple operators: ₹8,000-₹15,000 per additional technician

Power and Connectivity

Power Requirements:

• Standard connection: Customer provides

• Power distribution: ₹2,000-₹5,000

• Generator rental: ₹8,000-₹20,000/day

• UPS backup: ₹3,000-₹8,000/day

Internet Connectivity:

• 4G/5G hotspot: ₹1,500-₹3,000/day

• Broadband setup: ₹2,500-₹6,000

• Live streaming bandwidth: ₹5,000-₹15,000/day

Content and Media Services

Content Creation:

• Basic graphics: ₹2,000-₹8,000 per design

• Video production: ₹15,000-₹50,000

• Animation: ₹10,000-₹35,000

• Live streaming setup: ₹12,000-₹30,000

Media Management:

• Content scheduling: ₹3,000-₹8,000

• Real-time updates: ₹2,000-₹5,000/day

• Social media integration: ₹5,000-₹12,000

Insurance and Damage Protection

• Equipment insurance: 3-5% of rental value

• Damage waiver: ₹5,000-₹15,000

• Weather insurance: 2-3% of total cost

• Theft protection: ₹3,000-₹10,000

Cancellation and Rescheduling

Cancellation Charges:

• 7+ days before: 25-30% of booking amount

• 3-7 days before: 50-60% of booking amount

• Less than 3 days: 75-90% of booking amount

Rescheduling Fees:

• Same month: ₹3,000-₹8,000

• Different month: ₹5,000-₹15,000

• Peak season change: ₹10,000-₹25,000

Pro Tip: Companies like Lumina Display provide transparent pricing with minimal hidden charges, clearly outlining all potential additional costs upfront.

Factors Affecting LED Screen Rental Prices

1. Screen Specifications

Pixel Pitch Impact on Pricing:

• P2.5 (Ultra HD): 40-50% premium over base price

• P3 (High Definition): 20-30% premium

• P4 (Standard): Base pricing reference

• P5+ (Outdoor): 10-15% discount for larger sizes

Resolution and Quality:

• 4K displays: 50-70% premium

• 8K displays: 100-150% premium

• HDR capability: 30-40% additional

• High refresh rate: 20-25% premium

2. Event Duration

Daily Rates vs Extended Rentals:

Duration	Discount	Example: 12x8 feet
1 day	Base rate	₹45,000
2 days	10-15%	₹76,500 (₹38,250/day)
3-4 days	20-25%	₹1,35,000 (₹33,750/day)
1 week	30-35%	₹2,20,000 (₹31,400/day)
1 month	40-50%	₹8,10,000 (₹27,000/day)

3. Seasonal Pricing Variations

Peak Wedding Season (October-March):

• Price increase: 25-40% over base rates

• Advance booking required: 30-45 days

• Limited availability: Premium for last-minute bookings

Corporate Season (September-November, January-March):

• Price increase: 15-25% over base rates

• Weekday discounts: 10-15% lower than weekends

Off-Season (April-August):

• Discounts available: 15-30% below base rates

• Negotiation opportunity: Better terms possible

• Equipment upgrades: Often included at no extra cost

4. Location and Venue Type

Venue Categories and Pricing Impact:

5-Star Hotels:

• Premium charges: 20-30% higher

• Strict requirements: Additional certifications needed

• Insurance requirements: Higher coverage mandated

Wedding Venues:

• Standard rates: Base pricing applies

• Package deals: Often available with decorators

• Setup time: Flexible scheduling

Corporate Offices:

• Professional requirements: Quality equipment expected

• Timing constraints: After-hours setup premium

• Brand standards: High-quality display mandatory

Outdoor Venues:

• Weather protection: Additional equipment needed

• Power arrangements: Generator rental often required

• Logistics complexity: Setup challenges increase cost

5. Technical Requirements

Special Features Adding to Cost:

• Touch interactivity: ₹15,000-₹40,000 extra

• Motion sensing: ₹10,000-₹25,000 additional

• Transparent displays: 100-200% premium

• Curved installations: 35-50% extra

• Video wall configurations: 20-30% additional per panel

Budget Planning Calculator

Simple Cost Estimation Formula

Base Cost = Screen Size Cost + Location Factor + Season Factor + Specifications Premium

Step 1: Select Base Screen Cost

8x6 feet indoor = ₹20,000 (Mumbai base)

12x8 feet indoor = ₹40,000 (Mumbai base)  

16x10 feet indoor = ₹70,000 (Mumbai base)

Step 2: Apply Location Factor

Mumbai: 1.0 (base)

Delhi: 0.9

Bangalore: 0.95

Chennai: 0.85

Pune: 0.8

Other metros: 0.75

Tier-2 cities: 0.65

Step 3: Apply Seasonal Factor

Peak season (Oct-Mar): 1.3

Corporate season: 1.15  

Off-season (Apr-Aug): 0.8

Step 4: Add Specification Premium

P2.5 pixel pitch: +40%

4K resolution: +50%  

Outdoor weatherproofing: +60%

Custom shape: +35%

Sample Calculation

Event: Corporate launch in Bangalore, February, 12x8 feet, P3 indoor screen

• Base cost: ₹40,000

• Location factor: 40,000 × 0.95 = ₹38,000

• Season factor: 38,000 × 1.15 = ₹43,700

• Specification premium: 43,700 × 1.2 = ₹52,440

Additional Costs to Consider:

• Transportation: ₹3,000

• Content creation: ₹8,000

• Extended operator: ₹5,000

• Total Estimated Cost: ₹68,440

Budget Planning Worksheet

Use this checklist for accurate budgeting:

□ Screen size and specifications selected

□ Event location and venue confirmed

□ Event dates and duration finalized

 □ Transportation requirements assessed 

□ Power and connectivity needs identified 

□ Content creation requirements listed 

□ Additional services (streaming, recording) noted 

□ Insurance and damage protection considered 

□ Contingency budget (10-15%) allocated

How to Get Best Pricing

1. Timing Your Booking

Advance Booking Benefits:

• 60+ days ahead: 15-20% early bird discounts

• Off-season booking: Additional 10-15% savings

• Weekday events: 10-15% lower than weekend rates

• Multiple event bookings: Volume discounts available

2. Negotiation Strategies

Effective Negotiation Points:

• Package deals: Bundle multiple services for better rates

• Payment terms: Advance payment for discounts

• Multiple events: Annual contracts for better pricing

• Referral programs: Discounts for bringing new customers

Questions to Ask Vendors:

• "What's included in the base price?"

• "Are there any additional charges not mentioned?"

• "Do you offer package deals with other AV equipment?"

• "What's your best price for multiple day events?"

• "Do you provide any warranties or guarantees?"

3. Comparison Shopping

Get Quotes from Multiple Vendors:

• Minimum 3 quotes: Compare pricing and services

• Similar specifications: Ensure apple-to-apple comparison

• Written quotations: Get everything in writing

• References check: Verify previous client satisfaction

Red Flags to Avoid:

• Extremely low pricing without explanation

• No mention of additional charges

• Unclear terms and conditions

• No insurance or damage protection

• Poor communication or unprofessional behavior

4. Working with Reliable Vendors

Choose Established Companies: Companies like Lumina Display Systems offer several advantages:

• Transparent pricing with no hidden charges

• Quality equipment with backup options available

• Professional support throughout the event

• Competitive rates with clear value proposition

• Pan-India presence for consistent service quality

• Flexible packages tailored to specific requirements

Price Comparison: Purchase vs Rental

When to Buy vs Rent

Rental Makes Sense When:

• Occasional use: Less than 10 events per year

• Different requirements: Varying sizes and specifications

• Storage constraints: No space for equipment storage

• Maintenance concerns: Professional upkeep required

• Technology updates: Access to latest equipment

• Budget constraints: Lower upfront investment

Purchase Consideration:

• Frequent use: 20+ events annually

• Consistent requirements: Same specifications needed

• Storage available: Proper storage facilities

• Technical expertise: In-house maintenance capability

• Long-term vision: 3+ years of regular use

Cost Comparison Analysis

Example: 12x8 feet P3 Indoor LED Screen

Purchase Costs:

• Screen panels: ₹4,50,000-₹6,50,000

• Control system: ₹80,000-₹1,20,000

• Mounting structure: ₹40,000-₹80,000

• Installation: ₹25,000-₹50,000

• Total initial investment: ₹5,95,000-₹9,00,000

Annual Ongoing Costs:

• Maintenance: ₹60,000-₹1,20,000

• Storage: ₹24,000-₹60,000

• Insurance: ₹15,000-₹30,000

• Operator training: ₹20,000-₹40,000

• Annual total: ₹1,19,000-₹2,50,000

Rental Costs (assuming 15 events per year):

• Per event cost: ₹45,000 average

• Annual rental cost: ₹6,75,000

• No additional expenses: Maintenance and support included

Break-even Analysis: Purchase becomes economical after 18-20 events annually for most screen sizes.

Expert Tips for Cost Optimization

1. Bundle Services for Better Value

• AV package deals: LED screen + sound system + lighting

• Wedding packages: Multi-day events with decorations

• Corporate packages: Presentation equipment included

• Content creation bundles: Design and technical services

2. Optimize Screen Size Selection

• Right-size for audience: Avoid oversized screens for small events

• Viewing distance calculation: 1 meter viewing for every 1mm pixel pitch

• Venue constraints: Consider ceiling height and space limitations

• Multi-screen vs single large: Sometimes multiple smaller screens cost less

3. Timing and Scheduling

• Off-peak booking: April-August for best rates

• Weekday events: 10-15% savings over weekends

• Extended rentals: Daily rates decrease significantly for longer bookings

• Advance planning: 60+ days booking for early bird discounts

4. Technical Specifications

• Match requirements: Don't overpay for unnecessary features

• Indoor vs outdoor: Outdoor screens cost 30-50% more

• Resolution needs: 4K necessary only for close viewing

• Special features: Evaluate if interactivity and custom shapes add value

Conclusion

Understanding LED screen rental pricing helps you budget effectively and avoid surprise charges. Key takeaways for cost-effective event planning:

Budget Planning Essentials:

• Plan for 20-30% additional costs beyond base rental price

• Compare total costs including all services and hidden charges

• Book early and consider off-season events for significant savings

• Choose specifications that match your actual requirements

Vendor Selection Criteria:

• Transparent pricing with detailed breakdowns

• Quality equipment with backup options

• Professional support and technical expertise

• Proven track record with references

• Comprehensive insurance and damage protection

Cost Optimization Strategies:

• Bundle multiple services for package discounts

• Consider multi-day rentals for better daily rates

• Negotiate based on event timing and requirements

• Work with established vendors for reliable service

Lumina Display Systems stands out in the market with transparent pricing, quality equipment, and comprehensive support across India. Their commitment to customer satisfaction and competitive rates makes them an ideal choice for events of all sizes.

Ready to get accurate pricing for your event? Contact leading LED screen rental companies for detailed quotations and ensure all potential charges are clearly outlined before making your decision.

Get Your Detailed Quote Today: Compare prices, understand all costs, and book with confidence for your next successful event.

Frequently Asked Questions

Q: Why do LED screen prices vary so much between vendors?

A: Pricing variations depend on equipment quality, service inclusions, and hidden charges. Always compare total costs including all additional services.

Q: What's the difference between P2.5, P3, and P4 screens?

A: P2.5 offers highest resolution for close viewing, P3 provides excellent quality for most events, P4 is cost-effective for larger viewing distances. Each step up increases cost by 20-30%.

Q: Are there seasonal price variations?

A: Yes, wedding season (October-March) sees 25-40% price increases. Off-season (April-August) offers the best deals with potential 15-30% discounts.

Q: What hidden charges should I watch out for?

A: Common hidden charges include setup fees ($200-$1,000), transportation costs, technical support, and insurance. Always ask for complete pricing breakdown.

Q: How far in advance should I book?

A: 60+ days for best pricing and availability, especially during wedding season. Last-minute bookings may incur 20-50% premium charges.

Q: Do I need to provide power and internet connectivity?

A: Most venues have adequate power supply. Internet connectivity may be required for live content updates and costs ₹1,500-₹3,000 extra if not available.

Q: What happens if the screen malfunctions during my event?

A: Reputable companies like Lumina Display provide backup equipment and on-site technical support to resolve issues within minutes.

Q: Can I negotiate the rental price?

A: Yes, especially for multiple days, off-season events, or package deals. Early booking and flexible dates also provide negotiation leverage.