The difference between a production that runs smoothly and one that turns into a fire drill often comes down to planning. LED video walls involve significant logistics: trucking, rigging, power, crew coordination, and technical configuration all need to come together precisely. This guide provides the frameworks, formulas, and checklists that production managers, video directors, and technical directors use to plan and execute LED video wall productions.
Why Production Planning Matters
LED video wall productions have compressed timelines and zero margin for error. Unlike traditional set pieces, a video wall must be fully operational for content review, camera blocking, and rehearsals. A 16-foot by 9-foot wall using 2.6mm panels requires 90+ individual panels, each needing power, data, and mechanical connection. Multiply that by the crew hours, equipment logistics, and venue constraints, and the complexity becomes clear.
Production Planning for LED Video Walls
The systematic process of coordinating equipment, crew, venue logistics, power distribution, and technical configuration to successfully load-in, operate, and strike LED video wall systems within production timelines.
Poor planning manifests in familiar ways: crew standing idle waiting for equipment, power issues discovered during installation, panels arriving without compatible cables, or testing cut short because setup ran long. These problems are preventable with proper advance work.
Planning Prevents Common Issues
Without Planning
Discover power shortfall mid-install, wait 2 hours for venue electrician
With Planning
Power requirements confirmed in advance, distro staged at load-in
Without Planning
Eight crew members, 200-panel wall, 6-hour load-in window fails
With Planning
Crew sized to timeline, 16 installers plus specialists, completed with buffer
Production Timeline Phases
LED video wall productions follow a predictable timeline from initial inquiry through strike. Understanding these phases helps allocate resources appropriately and identify dependencies.
Phase 1: Pre-Production (4-8 weeks out)
Initial specs, equipment selection, site survey, crew booking, power coordination with venue, permit acquisition if needed.
Phase 2: Prep (1-2 weeks out)
Equipment pull, cable staging, content loading, processor configuration, crew confirmation, trucking logistics, final timeline distribution.
Phase 3: Load-In (show day minus 1-2)
Trucking, unload, rigging, physical installation, power distribution, cabling, processor setup, initial testing.
Phase 4: Tech and Rehearsal
Content review, camera integration, genlock verification, lighting coordination, full show run-through, final adjustments.
Phase 5: Show Day Operations
Pre-show system check, monitoring during show, real-time troubleshooting, operator standby, post-show backup of settings.
Site Surveys: The Foundation of Every Production
A thorough site survey prevents most production day surprises. This is not a quick walkthrough - it is a systematic documentation of every factor that affects LED video wall installation and operation. Plan for 1-2 hours minimum, and bring measuring tools, camera, and a checklist.
Site Survey
A pre-production venue visit to document physical dimensions, structural capacity, power availability, access routes, and environmental conditions that affect LED video wall installation and operation. Typically conducted 2-4 weeks before production.
Critical Site Survey Checkpoints
Physical Space
- Room dimensions (width, depth, height)
- Wall position and viewing distance
- Floor type and load capacity
- Ceiling height and obstruction clearance
- Stage dimensions if applicable
Power Infrastructure
- Available amperage and voltage
- Distance from panels to power source
- Panel box vs. cam-lock availability
- Backup generator access
- Who provides tie-in (venue vs. production)
Access & Logistics
- Loading dock dimensions and height
- Door clearances to install location
- Elevator capacity if multi-floor
- Parking for truck during load-in
- Staging area for cases and equipment
Rigging Points
- Existing rigging points (location, capacity)
- Ceiling structure (steel, concrete, timber)
- Point load limits per rigging point
- House rigger availability requirements
- Ground support option if no fly points
Viewing Distance Check
Optimal Viewing Distance = Pixel Pitch (mm) × 8 to 10Example: 2.6mm panels → 2.6 × 8 = 20.8 feet minimum viewing distance. If audience is closer, consider smaller pixel pitch.
Crew Sizing & Role Allocation
Undersized crews are the most common cause of blown timelines. LED panel installation requires physical labor (lifting, connecting) plus technical expertise (cabling, troubleshooting). Use these formulas as starting points, then adjust for specific conditions.
Base Crew Sizing Formula
Install Crew = Panel Count ÷ 12 (round up)100 panels ÷ 12 = 8.3 → 9 installers minimum. This assumes experienced crew and no time pressure.
Time-Compressed Crew Adjustment
Adjusted Crew = Base Crew × (Standard Time ÷ Available Time)If 8-hour job needs to complete in 4 hours: 9 × (8 ÷ 4) = 18 installers
Specialized Roles Beyond Installers
| Role | Count | Responsibilities |
|---|---|---|
| Video Engineer | 1-2 | Processor configuration, color calibration, content loading, input management, show operation |
| Lead Rigger (ETCP) | 1 | Rigging plan, point selection, load calculations, motor operation, safety oversight |
| Rigger Assistants | 1-3 | Hardware assembly, chain management, motor positioning, trim height adjustment |
| Electrician | 1 | Power tie-in, distro setup, load balancing, troubleshooting power issues |
| Crew Chief | 1 | Timeline management, crew coordination, client communication, problem-solving |
Load-In Logistics & Timeline
Load-in timelines must account for every phase: trucking, staging, rigging, installation, power, cabling, and testing. Build your timeline backward from show time, adding buffer for each phase.
Load-In
The production phase when equipment is transported to the venue, unloaded, assembled, installed, and made operational. For LED video walls, load-in typically begins 1-2 days before first use to allow adequate testing time.
Phase-by-Phase Time Estimates
| Phase | Duration | Variables |
|---|---|---|
| Truck unload & staging | 1-2 hours | Truck count, dock access, staging distance |
| Rigging setup (flown walls) | 2-4 hours | Point count, motor installation, truss assembly |
| Panel installation | 2-3 min per panel | Crew size, wall configuration, accessibility |
| Power distribution | 1-2 hours | Distance to power, circuit count, cable runs |
| Data cabling | 30-60 minutes | Wall size, cable organization, redundant paths |
| Processor setup | 1-2 hours | Configuration complexity, input count, genlock setup |
| Testing & calibration | 1-2 hours | Full test suite, color correction, content review |
Total Load-In Time Estimate
Total Hours = (Panel Count × 2.5 min ÷ Installers ÷ 60) + 6 hours base100 panels, 10 installers: (100 × 2.5 ÷ 10 ÷ 60) + 6 = 6.4 hours + 6 hours = ~10-12 hours with buffer
Real-World Example: Corporate Conference
24ft × 13.5ft wall using ROE CB5 (500mm panels) = 144 panels
Crew Calculation:
- • 144 panels ÷ 12 = 12 installers
- • 1 video engineer + 1 lead rigger
- • 2 rigger assistants + 1 electrician
- • Total: 17 crew
Time Estimate (12 crew):
- • Panel install: (144 × 2.5 min) ÷ 12 = 30 min
- • Rigging + staging: 4 hours
- • Power/cable/test: 3.5 hours
- • Total: ~8 hours + 20% = 10 hours
Power Distribution Planning
Power planning starts with calculating total draw and works backward to determine circuit requirements. US and EU venues have different standards, and on-location productions may use generators with their own specifications.
Power Distribution for LED Walls
The system of breakers, cables, and connections that delivers electrical power from the source (venue panel, generator) to individual LED panels. Proper distribution ensures balanced loads across phases and adequate capacity for full-brightness operation.
Calculating Power Requirements
Total Power Draw (Watts)
Total Watts = Panel Count × Panel Wattage × Brightness Factor100 panels × 200W max × 0.5 (50% avg brightness) = 10,000W operating draw
Circuit Count (US 120V / 20A)
Circuits Needed = Total Watts ÷ 1,920W (80% of 2,400W per circuit)10,000W ÷ 1,920W = 5.2 → 6 circuits minimum
Real-World Example: Power Planning for 144-Panel Wall
ROE CB5 Specifications:
- • Max power: 230W per panel
- • Typical (50% brightness): 115W per panel
- • 144 panels × 115W = 16,560W operating
- • 144 panels × 230W = 33,120W max
Circuit Requirements (120V):
- • Operating: 16,560W ÷ 1,920W = 9 circuits
- • Max (safety): 33,120W ÷ 1,920W = 18 circuits
- • Recommend: 100A 3-phase service
- • Cam-lok tie-in with 60A distro boxes
Power Planning Checklist
Cable Management Best Practices
Cable management affects both installation efficiency and troubleshooting speed. Consistent, organized cabling reduces setup time and makes it possible to quickly identify and replace problematic connections during a show.
Data Cable Organization
Do
- Use consistent cable lengths per row
- Label both ends of every cable
- Maintain 3-foot service loops at connections
- Test every cable before installation
- Create redundant data paths for critical shows
Avoid
- Running power and data cables together
- Sharp bends in fiber optic cables
- Unlabeled connections
- Cables stretched tight without slack
- Trip hazards across walkways
Service Loop
Extra cable length coiled near connection points to allow for panel adjustment, easy disconnection, and strain relief. Standard practice is 3 feet (1 meter) of service loop at each end of data cables connecting LED panels.
Testing Protocols
Testing is not optional - it is when you discover and fix issues before they become problems during the show. A systematic test protocol catches problems that visual inspection misses.
Standard Test Sequence
Power-Up Sequence
Progressive load test: power 25% of wall, then 50%, then 100%. Monitor for breaker trips, unusual sounds, or power supply failures.
Full White Test
Display solid white at 100% brightness. Check for dead pixels, dim modules, color variation between panels, and visible seams.
Primary Color Tests (R/G/B)
Full red, full green, full blue at 50% and 100% brightness. Reveals module-level color issues and LED failures not visible in white.
Gradient Test
Display gradients from black to white and through primary colors. Reveals banding issues and bit-depth problems.
Motion Test
Play scrolling content or motion test patterns. Look for tearing, frame dropping, or sync issues between panels.
Input & Genlock Verification
Connect camera feed, verify genlock sync, check all input sources, test input switching, verify frame rate matching.
Show Content Run
Play through actual show content at show lighting levels. Verify timing, transitions, and appearance in production conditions.
Backup System Test
If redundant processor or backup playback exists, test failover. Simulate primary failure and verify seamless switchover.
Show Day Operations
Show day begins hours before doors open. A systematic approach ensures the wall is ready for the audience and crew is prepared to handle any issues that arise.
Pre-Show System Check (2 hours before call)
During Show Operations
During the show, video crew should monitor the wall and be ready for immediate response. Position at least one technician with tools and spare parts within 30 seconds of the wall.
Operator Position
At processor with clear view of wall. Manage content cues, input switching, and monitor for issues.
Tech Standby
Backstage with spare panels, modules, and tools. Ready for quick swap during commercial breaks.
Power Monitor
Periodic checks of distro and power readings. First response to any power-related issues.
Common Issues & Solutions
When problems occur, systematic diagnosis is faster than guessing. These are the most common issues and their typical solutions.
Dead/Dark Panel
Single panel not displaying content.
- Check power connection to panel
- Check data cable connection (both ends)
- Swap data cable with known-good cable
- Swap receiving card if accessible
- Replace panel with spare
Row of Panels Dark
Multiple panels in sequence not displaying.
- Check data cable to first panel in chain
- Check processor output port
- Verify processor configuration includes that output
- Check power to row (may share circuit)
- Swap sender card or output port if available
Color Shift / Wrong Colors
Panel displaying different color than neighbors.
- Check receiving card configuration (may have wrong file)
- Re-map panel in processor software
- Reload calibration file from backup
- Replace receiving card
- Replace panel if calibration data is on panel EEPROM
Flickering / Unstable Image
Image flickers or shows intermittent issues.
- Check genlock settings and sync source
- Verify frame rate match between source and wall
- Check for loose data cable connections
- Test with different input source
- Check power quality (voltage sag from shared circuits)
Production Checklists
Use these checklists to ensure nothing is missed during production planning and execution.
Pre-Production Checklist
Load-In Kit Checklist
Frequently Asked Questions
How far in advance should I start planning an LED video wall production?
For major productions, start planning 4-8 weeks in advance. This allows time for site surveys (2 weeks out minimum), equipment availability confirmation, crew booking, power coordination with the venue, and permit acquisition if needed. Smaller corporate events may need only 1-2 weeks, while festival stages require 2-3 months of advance planning due to complex logistics and multiple vendor coordination.
How many crew members do I need to install an LED video wall?
Crew sizing depends on wall dimensions, rigging complexity, and time constraints. A baseline formula: 1 crew member per 10-15 panels for installation, plus dedicated roles (1-2 riggers, 1 video engineer, 1 electrician). A 100-panel wall typically needs 8-12 installers plus specialists. Double crew count if load-in time is cut in half. Factor in 2 crew per motor hoist for flying systems.
What should I check during an LED video wall site survey?
Critical site survey checkpoints: floor load capacity (LED walls range 50-150 lbs per panel), ceiling height and rigging points, power availability (voltage, amperage, distance to distro), truck access and dock dimensions, room dimensions for viewing distance, ambient light conditions, climate control availability, and WiFi/network access for processors. Document everything with photos and measurements.
How do I calculate load-in time for an LED video wall?
Base calculation: 2-3 minutes per panel for physical assembly by experienced crew. Add time for trucking and staging (1-2 hours), rigging setup (2-4 hours for flown systems), power distribution (1-2 hours), cabling (30-60 minutes), processor configuration (1-2 hours), and testing/calibration (1-2 hours). A 100-panel wall typically requires 8-12 hours total with adequate crew. Always add 20% buffer for unforeseen issues.
What cable management best practices should I follow for LED walls?
Key cable management practices: maintain 3-foot service loops at connection points, use consistent data cable lengths per row, label both ends of every cable, separate power and data runs by 12 inches minimum, use cable management accessories (clips, trays, velcro), create redundant data paths for critical shows, test every connection before closing panels, and document cable routing for troubleshooting. Pre-stage cables by length before load-in.
What testing should I do before an LED video wall goes live?
Pre-show testing protocol: 1) Power-up sequence with progressive load testing, 2) Full white test to check for dead pixels and color uniformity, 3) Primary color tests (R/G/B) at 50% and 100% to identify module issues, 4) Motion test with scrolling content for artifacts, 5) Genlock verification with camera feed, 6) Audio sync check with timecode if applicable, 7) Backup processor failover test, 8) Full show content run-through at show lighting levels.
How do I handle power distribution for LED video walls on location?
Power distribution approach: calculate total wattage (average 50W per panel at 50% brightness), apply 80% derating for safety, determine circuit quantity (panels per 20A circuit = 1,920W / panel wattage). Verify venue power capacity, request cam-lock or powerlock connections for large walls, use distro with individual breakers per output, balance loads across phases, and have a generator backup plan. Distance from power source affects cable gauge requirements.
What should be in my LED video wall show day checklist?
Show day essentials: arrive 2 hours before call for system check, verify all panels display correctly, check processor inputs and scalers, confirm genlock with cameras, test backup systems, check cable runs for trip hazards, verify power readings are nominal, have spare panels and modules staged, ensure crew has comms, brief client on emergency procedures, document processor settings, and keep tools accessible for quick fixes.
Ready to Plan Your Production?
Use our calculator to determine panel counts, power requirements, and crew sizing for your next LED video wall production.