Production

Load-In / Load-Out

Load-in and load-out refer to the setup and teardown phases of event production when equipment arrives at a venue and is installed (load-in), then disassembled and removed (load-out). These phases directly impact labor costs and venue rental time requirements.

Understanding Load-In / Load-Out

Load-in and load-out are critical production phases that significantly impact event budgets and timelines. Efficient execution requires careful planning, appropriate crew sizing, and understanding of equipment requirements.

Load-In Phases

**Advance Work:**

  • Review venue access (dock height, door widths, elevator capacity)
  • Confirm power locations and requirements
  • Establish rigging points if flying
  • Create equipment staging plan

**Arrival and Staging:**

  • Truck positioning and unloading
  • Equipment organized in staging area
  • Inventory verification against manifest
  • Damaged equipment identified immediately

**Installation:**

  • Structure assembly (truss, ground support)
  • Panel installation in correct order
  • Cable routing and connection
  • Initial power-up and testing

**Technical Prep:**

  • Signal verification from all sources
  • Brightness and color calibration
  • Content testing
  • Client walk-through and approval

Time Estimation Guidelines

**LED Wall Assembly Rates (experienced crew):**

  • Ground support structure: 30-60 minutes
  • Panel installation: 15-20 panels per hour
  • Cabling and connection: 30-45 minutes
  • Testing and calibration: 30-60 minutes

**Example: 16x9 foot wall (2.9mm pitch)**

  • Approximately 48 panels
  • Structure: 45 minutes
  • Panels: 2.5 hours
  • Cabling: 30 minutes
  • Testing: 45 minutes
  • **Total: 4-5 hours**

Crew Sizing

**Minimum Crew Guidelines:**

  • Small wall (under 100 sq ft): 2-3 technicians
  • Medium wall (100-300 sq ft): 4-6 technicians
  • Large wall (300+ sq ft): 6-10 technicians
  • Complex configurations: Add personnel as needed

Load-Out Considerations

**Speed Factors:**

  • No testing phase required
  • Crew familiar with equipment from load-in
  • Organized packing maintains efficiency
  • Venue pressure may require faster teardown

**Common Challenges:**

  • Overtime charges if exceeding venue time
  • Crew fatigue from long event days
  • Equipment inventory before departure
  • Weather considerations for outdoor events

Venue Access Planning

Critical measurements to confirm:

  • Loading dock height and ramp availability
  • Door dimensions (including height)
  • Elevator capacity and dimensions
  • Distance from dock to installation location
  • Floor protection requirements

Cost Implications

Load-in/load-out typically represents 30-40% of total labor costs for LED wall rentals. Efficient execution saves:

  • Labor hours
  • Venue rental time
  • Equipment rental days
  • Travel and accommodation

Frequently Asked Questions

How long does LED wall load-in typically take?

A standard 16x9-foot LED wall (ground-supported) can be assembled by a 4-person crew in 2-3 hours including cabling and testing. Flown configurations add 1-2 hours for rigging. Larger walls (40x20+ feet) may require 6-8 hours with appropriate crew size.

What equipment is needed for LED wall load-in?

Essential equipment includes: flight cases on wheels, appropriate tools (often minimal with quick-lock panels), cable management supplies, leveling tools for ground support, and test equipment (laptop, signal generator). Flown installations also require rigging hardware and motors.

How do I estimate load-out time?

Load-out is typically faster than load-in (about 60-75% of the time) because there is no testing, calibration, or troubleshooting. However, some venues require faster load-out to avoid overtime charges. Plan crew size accordingly.

Related Terms

Truss

Rigging

Truss is aluminum or steel structural framework used to support, hang, or ground-mount LED video wal...

Flight Case

Physical

A flight case (or road case) is a protective container with reinforced corners, handles, and latches...

Chain Hoist

Rigging

A chain hoist (or motor) is an electric or manual lifting device used to raise and lower LED walls a...

Ground Support

Rigging

Ground support refers to LED wall installations supported from the floor rather than hung from overh...

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