Room-by-room sizing
Each space gets brightness and screen size matched to its audience and lighting.
Conference and convention rentals
Projector Rentals for Conferences
Projectors, screens, confidence monitors, and audio for general sessions, breakouts, speaker ready rooms, and multi-room programs.
At a glance
Yes, you can rent every projector and screen a conference needs from RentOurProjectors.com, from a high-brightness laser projector for the general session to compact units for each breakout room. Send the room list, audience sizes, and schedule, and we will build one itemized quote that covers equipment, delivery, and optional on-site technicians.
One plan for the main stage and every breakout
A conference is really several events running at once. The general session needs a bright, large image that reads from the back of a ballroom, often on two screens flanking the stage. Breakout rooms need dependable mid-size setups that a presenter can plug into without help. The speaker ready room needs a place to rehearse, and overflow rooms may need a live feed of the main stage.
Renting lets you match each space to its own requirements instead of forcing one setup to fit every room. A ballroom with 400 attendees and some ambient light calls for a projector in the 10,000 to 20,000 lumen range and a fast-fold screen, while a 40-seat breakout usually works well with a 4,000 to 6,000 lumen business projector and a tripod or fast-fold screen.
Because the whole program comes from one source, the cables, adapters, switchers, and confidence monitors are planned together. That consistency makes life easier for presenters moving between rooms, for the meeting planner managing the program, and for the staff running the show.
Typical setup
| General session brightness | 10,000 to 20,000+ lumens, often laser with lens options |
|---|---|
| Breakout room brightness | 4,000 to 6,000 lumens for roughly 20 to 75 people |
| Common screen sizes | 9x16 ft or 10.5x18 ft fast-fold for main rooms, 6 to 10 ft for breakouts |
| Resolution | WUXGA or 1080p for slides and video |
| Popular add-ons | Confidence monitors, switchers, wireless microphones, presenter remotes |
| Setup window | Usually the day before or the morning of, based on venue access |
General guidance. Your quote confirms the exact equipment for your room, audience, and dates. Try the projector calculator for your own numbers.
Conference spaces we equip
- General sessions and keynote ballrooms
- Breakout and concurrent session rooms
- Speaker ready rooms and rehearsal spaces
- Registration areas and digital signage
- Overflow rooms showing a live feed of the main stage
- Association annual meetings and user conferences
- Multi-day conventions across several hotels or buildings
Why it works
What we plan for conference organizers
Confidence monitors
Floor monitors let speakers see their slides without turning their backs to the room.
Speaker ready room
A rehearsal station with the same connections used on stage reduces surprises.
Technician support
Schedule technicians to set up, run the general session, and tear down.
Planning guide
Planning projection for a multi-room program
Start with a room grid: each room's name, approximate audience, ceiling height, and whether the lights can be dimmed. Ballrooms with high ceilings can take larger screens, which lets you keep the image high enough for the back rows to see over heads. A useful check is to divide the distance to the farthest seat by about 6 to find a minimum image height for slides with detail.
Ask the venue about power and rigging early. Large-venue projectors may need a dedicated circuit, and any cable crossing an aisle should run under cable ramps or gaffer tape. If speakers will present from their own laptops, plan HDMI adapters and a switcher at the lectern, and consider a confidence monitor at the stage edge.
For an accurate quote, send the room list with dates and times, the venue's load-in window, whether you want technicians on site for the full show or only for setup, and any audio needs such as lavalier or handheld microphones. If your organization needs a W-9, a certificate of insurance for the venue, or a purchase order on file, mention it with the request.
Availability and exact models vary. Your quote confirms the equipment, accessories, and delivery plan for your dates. Want to go deeper first? Read our projector planning guides or the projector rental FAQ.
Frequently asked questions
What brightness do we need for a conference general session?
For a ballroom of a few hundred people, most planners start around 10,000 lumens and go higher for brighter rooms or very large screens. We size the projector to your room, screen, and lighting in the quote.
Can you equip breakout rooms that change presenters every hour?
Yes. Breakouts are usually set with a projector, screen, and an HDMI connection with common adapters at the lectern, so each presenter can connect quickly. A technician can float between rooms if you schedule one.
What is a confidence monitor and do we need one?
A confidence monitor is a display at the front of the stage that shows the speaker the current slide, and often the next one. It is helpful for keynotes and panels where speakers should face the audience.
Can you coordinate with a hotel or convention center's in-house AV rules?
Many venues have policies on outside equipment, power, and rigging. Share the venue contact and any requirements they give you, and we will plan delivery and setup around them.
Can we keep equipment in place for a multi-day convention?
Yes. Equipment can stay set for the length of your show, with pickup scheduled after the final session. Rentals are available by the day, week, or month.
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Planning a conference or convention?
Tell us the occasion, audience size, location, and date. We will recommend the right projector, screen, and sound, and send a quote built around your event.