From the ballroom at The Langham Jakarta
HPE: Unlock Hybrid Cloud and AI took place at The Langham, Jakarta, on 28 April 2026. The project photographs show a stage with an LED screen, lit HPE logos, a green-lit backdrop and a podium. This kind of arrangement is common for product launches and technology seminars at hotel venues. The sections below summarise what an event organiser or marketing team should prepare before requesting a quotation for LED screen and stage rental for a similar event.
Decide what the screen has to do
At a product launch, the LED screen usually carries several kinds of material: presentation slides, product videos, a static logo and sometimes a live camera feed. Each has different aspect ratio and resolution needs. Write down the content types and who prepares them, then ask your design team to build the material to the agreed screen size. That way the LED size is worked out from the content, not the other way round. If there is a camera feed, also state whether the speaker's face needs to appear large on screen.
- Presentation slides: aspect ratio and number of source laptops.
- Product videos: duration, file format and accompanying audio.
- Reveal moment: logo sequence, countdown or opening animation.
Treat backdrop, logo and podium as one design
A lit backdrop and illuminated logos make the stage look tidy in photographs, but they need to be planned together with the screen. Check that the backdrop colour does not clash with the content on the LED, and that the podium does not block key areas of the screen. Decide whether the logo is a physical element or simply shown on the LED. Send a render or stage sketch so the technical team can check heights, distances and guest sightlines.
Work within the hotel ballroom schedule
Hotel ballrooms are often booked for other events before and after your date. Ask the hotel to confirm load-in times, floor load limits, permitted rigging points and the goods route. This information decides whether the LED is ground-stacked or flown, and how much installation time is available. Leave time for a rehearsal with final content, especially for a launch moment that depends on the order of video and lighting cues.
- Load-in and load-out access times approved by the hotel.
- Rigging points and load limits if the screen needs to be flown.
- A rehearsal slot with final content and rundown.
Send one complete launch brief
Combine the date, venue, access times, ballroom layout, rundown, screen content list and stage design in one version of the brief. Mark which items are essential and which are options still under consideration, such as a physical logo or extra lighting. Princess sales prepares a quotation after these details have been discussed with your team, so the proposal follows what the event actually needs. Attach the on-site contact and any venue rules document as well. If anything changes after the brief is sent, update the same document so everyone works from the latest version.
