Pre-Show Planning (8-12 Weeks Before Show)
The LED exhibit installation process begins months before move-in day. During the planning phase, LED Exhibits works with your team to define booth objectives, select the optimal LED configuration, and coordinate with show management. Key activities include: booth layout design with LED placement optimization, pixel pitch selection based on viewing distance analysis, structural engineering for LED mounting systems, electrical load calculations and power ordering from the convention center, rigging permits for overhead LED elements, content resolution specifications delivered to your creative team, and coordination with your exhibit house (if using a separate structural provider). LED Exhibits handles all venue-specific requirements including union labor coordination, freight scheduling, and material handling arrangements. We submit all required documentation to show management on your behalf.
Pre-Production (4-6 Weeks Before Show)
Four to six weeks before your show, LED Exhibits enters pre-production. All LED tiles are pulled from inventory, tested individually for dead pixels and color consistency, and assembled in our warehouse to verify your exact configuration. Content is loaded and tested at full scale to confirm resolution, color accuracy, and playback performance. Structural components are fabricated or pulled from stock and test-fitted with LED panels. All cabling is measured, labeled, and bundled for efficient on-site installation. A complete system test runs for 24+ hours to identify any hardware issues before shipping. Photography of the assembled system is shared with your team for approval. Once approved, everything is carefully packed into road cases with detailed labeling for rapid on-site assembly.
Move-In Day Installation
On move-in day, LED Exhibits' certified installation crew arrives at your designated time slot with all equipment pre-staged. Installation follows a precise sequence: structural framework assembly (1-2 hours for standard configurations), LED tile mounting and connection (2-4 hours depending on quantity), processor setup and signal verification (30-60 minutes), content loading and full-system calibration (30-60 minutes), and final quality check with client walkthrough (30 minutes). Total installation time for a standard 10x10 LED booth is 4-6 hours. A 20x20 island booth with multiple LED surfaces requires 8-12 hours. Large-format installations (30x30+) may require a full day or advance move-in. LED Exhibits coordinates installation timing with your overall booth build schedule to avoid conflicts with other contractors working in your space.
Show Days & On-Site Support
Throughout your show, LED Exhibits provides on-site technical support to ensure flawless operation. Our technician performs daily pre-show checks 60 minutes before doors open: verifying all tiles are functioning, content is playing correctly, brightness is optimized for current lighting conditions, and all connections are secure. During show hours, our technician is available on-call (typically within 15 minutes response time) for any issues including content changes, brightness adjustments, or hardware troubleshooting. Backup processors and spare tiles are maintained on-site for immediate replacement if needed. At show close each day, the system is powered down following proper shutdown procedures to protect hardware longevity.
Dismantle & Post-Show
After the final show day, LED Exhibits handles complete dismantle during your designated move-out window. The dismantle process reverses installation: content backup and processor shutdown, LED tile removal and individual inspection, structural disassembly, careful packing into labeled road cases, and freight coordination for return to warehouse. Dismantle typically takes 50-70% of installation time since no calibration or testing is required. Post-show, LED Exhibits provides a summary report including any hardware notes, content performance observations, and recommendations for your next show. All equipment is inspected, cleaned, and returned to inventory. For multi-show clients, we retain your configuration data and content for rapid deployment at your next event.
