A product launch in Delhi NCR usually happens at a luxury hotel ballroom (The Leela Palace, Taj Palace, The Lodhi, Grand Hyatt, ITC Maurya, Shangri-La Eros) or a large convention venue (Pragati Maidan, Bharat Mandapam, Yashobhoomi IICC in Dwarka). Either way, the venue gives you four walls and basic power. Everything else, the entire AV experience that makes a product feel important, you bring in.
This guide breaks the planning into the four AV layers that matter: display, sound, lighting, and streaming. Numbers and venue notes are based on the launches we have delivered for FMCG, tech, automotive and pharma brands across Delhi NCR.
The Display Layer
Product launches live or die on the hero visual. Most clients arrive thinking projection. We usually steer them toward an LED wall instead, for a specific reason: launch venues have ambient light that washes out projection.
- Indoor LED wall (typically P2.6 to P3.9 pixel pitch): the common choice for medium to large audience launches in hotel ballrooms. Handles ambient light well, generally viewable from every seat, supports 4K branded animations.
- Projection plus screen: still relevant for tighter budgets and smaller audiences in well-controlled lighting.
- Side IMAG screens: for deeper venues (roughly 30 metres plus from stage to last row), two side screens with camera IMAG keep the speaker recognisable from the back.
LED wall sizing is rarely a single right answer. It depends on four things working together: audience size, viewing distance to the last row, room depth and ceiling height, and the wall's pixel pitch. A rough starting point: for a 200 to 400 audience with a 15 to 25 metre last-row distance, an 8 ft by 14 ft P3 wall reads cleanly; larger audiences or deeper rooms usually need taller walls or finer pitch. Always confirm sizing during the venue walk-through with your AV partner. Our LED wall rental page lists pixel pitch options for typical room sizes.
The Sound Layer
Hotel ballroom built in sound is for background music and a microphone at a podium. For a product launch with on stage presenters, video playback, music cues and emcee work, you need a proper line array system temporarily installed.
What to specify for a 300 person launch:
- Line array with 4 to 6 tops per side, hung from truss or stacked on stage left and right
- 2 subwoofers at stage front, ground stacked
- Digital mixer (Yamaha CL series, Allen & Heath SQ series or equivalent professional digital console) at FOH position (back of room)
- Wireless mics: 4 handheld plus 2 lapel for leadership, 1 podium mic
- In ear monitors for stage presenters in larger venues
For sizing room speaker wattage relative to audience and venue size, see our guide on calculating sound system wattage. For the full inventory we draw from, see our sound system rental page and PA system with wireless microphones for the mic complement.
The Lighting Layer
Lighting separates a "company meeting" from a "product launch". The launch moment, when the product first appears on stage or on the LED wall, depends on a sharp lighting cue. Without it, the moment falls flat.
| Element | Purpose | Typical Cost |
|---|---|---|
| Truss with moving heads (4 to 8) | Wash, beam, gobo effects for reveal moments | Rs 25,000 to 45,000 per day |
| LED bars (RGB, 8 to 16) | Stage wash, colour mood | Rs 8,000 to 15,000 per day |
| Profile spotlights (4 to 6 ETC Source Four series or equivalent) | Speaker key lighting, podium spot | Rs 6,000 to 12,000 per day |
| Lighting console + tech | Pre programmed cues, operator | Rs 10,000 to 18,000 per day |
For automotive and consumer tech launches we add hazer machines so the moving head beams are visible in the air. For pharma and BFSI events we usually keep this minimal because brand guidelines are more conservative. Lighting often arrives bundled inside our wider event production equipment packages rather than as a standalone line item.
The Streaming and Recording Layer
Almost every launch now has a streaming component. Some go to internal stakeholders only (sales teams across India), some go to media on YouTube Live, some are recorded for cut down to social later.
Streaming spec we deploy for launches:
- 3 cameras (wide stage, close speaker, audience reaction)
- Video switcher with branded lower thirds, intro and outro stings
- Audio feed direct from FOH mixer XLR output
- Dedicated wired internet plus 4G bonded failover
- Parallel local recording at 4K for post production
Full equipment list and tier pricing in our live streaming equipment checklist. The streaming rig itself is available through our live streaming equipment rental and end-to-end conference streaming service.
Budget by Audience Size
Approximate Delhi NCR rental day rates for a complete launch AV package (display, sound, lighting, streaming, technician crew).
| Audience | Venue type | Day Rate (AV only, ex venue) |
|---|---|---|
| 100 to 200 | Hotel meeting hall | Rs 80,000 to 1,40,000 |
| 200 to 400 | Hotel ballroom | Rs 1,80,000 to 3,20,000 |
| 400 to 800 | Large ballroom or convention | Rs 3,50,000 to 6,50,000 |
| 800 plus | Convention centre, exhibition hall | Rs 6,50,000 plus |
Quotes vary by venue, equipment availability, and event duration. Setup and dismantle days are usually billed separately at 50 percent of show day rate.
Common Mistakes to Avoid
- Booking the venue before AV planning. Some hotel ballrooms have low ceilings or column obstructions that limit LED wall and truss placement. Walk the venue with your AV partner before signing.
- Skipping the tech rehearsal. Always book a full tech rehearsal at least one day before. This is where you catch the broken cue, the missing mic, the slow video file.
- Underestimating cable runs. Convention centres often have 80 plus meter cable runs from stage to FOH. Cable, distribution, and rigging cost real money. Get it itemised in the quote.
- Forgetting the green room. Speakers and talent need a private space with their own mic check, screen feed, and water. Build it into the floor plan.
Recent Product Launch Setups We Have Delivered
The following are anonymised examples from launches our team delivered in the last twelve months across Delhi NCR. Brand names are withheld; venue types, AV scope and audience size are accurate.
320 trade partners and media. 10 ft by 18 ft P3 indoor LED wall behind a six-metre runway stage. 2 kW line array per side with one subwoofer pair, four wireless handheld and two lapel mics on the leadership panel. Moving heads and LED bars on a 12-metre front truss for the reveal cue, plus haze for beam definition. Streamed to a regional sales conference on Zoom Webinar over a dedicated wired uplink with 4G failover.
650 invited guests across media, channel partners and influencers. 12 ft by 24 ft P2.9 LED wall as the hero display with two side IMAG screens powered by a three-camera shoot. Audio handled by a hung line array and digital mixer at FOH 35 metres back; rigging through venue truss. YouTube Live stream with branded lower thirds and 4K parallel recording for marketing edits the next day.
180 dealers and press. The hero moment was the vehicle reveal, so lighting carried most of the spend: a 16-fixture moving-head rig, six profile spots, hazers and a slow LED colour ramp synced to a music cue. 8 ft by 14 ft LED wall behind the car for brand visuals. Sound kept conservative at a 1.5 kW per side rig because the room was tight. Internal stream to dealer network only.
110 KOL doctors and medical advisors. Brand guidelines kept the design conservative: 8 ft by 12 ft LED wall, soft white front wash, no moving heads. Two lapel mics for the leadership presentation, four roving wireless for an extended Q and A. Closed Microsoft Teams Live for regional medical reps unable to attend; recording delivered same evening for the compliance archive.
Each of these stayed close to the relevant tier in the budget table above, with venue distance and rigging complexity being the main variables.
Frequently Asked Questions
How early should we start planning AV for a product launch?
For 200 plus audience launches in Delhi NCR, start AV planning 8 weeks out. The venue contract, AV scope, and lighting design should be locked 4 weeks before show day so rehearsal time is not compressed.
Do we need to hire our own AV team or use the hotel's preferred vendor?
Hotel preferred vendors are convenient but often expensive and inflexible. For a one off launch, hire an independent AV partner. Most Delhi NCR hotels charge a service fee for outside vendors (Rs 25,000 to 75,000) but the equipment and creative freedom usually save more.
Can we record the launch in 4K for marketing edits later?
Yes. We add 4K parallel recording for any launch where post event marketing material is planned. Quality is film grade, raw files delivered the next day on a hard drive.
What about backup power?
Always required for launches. We bring silent diesel generators (15 to 60 KVA depending on event size) as backup to venue mains. Comes online automatically if venue power dips.
How much does an LED wall cost for a product launch?
Indoor LED wall rental in Delhi NCR for a launch typically runs from Rs 45,000 per day for a small 8 ft by 6 ft P3.9 panel up to Rs 2,50,000 plus per day for a 12 ft by 24 ft P2.6 or P2.9 wall with rigging. Cost depends on pixel pitch (finer pitch costs more), wall size, processor and source feed setup, and whether truss and ground support are included. For a typical 300 to 500 audience launch, plan Rs 80,000 to Rs 1,40,000 for the LED wall element alone. See our LED wall rental page for pitch and size combinations.
Can outside AV vendors work in Delhi NCR hotels?
Yes, almost all Delhi NCR five-star and luxury hotels allow outside AV vendors, but most charge an "outside vendor fee" or "AV concession" ranging from Rs 25,000 to Rs 1,50,000 depending on the property and the equipment scope. Some venues also have rigging restrictions, load-in time windows, or require advance documentation (insurance, technician list, equipment manifest). Always ask the banquet sales team for the AV policy in writing before signing the venue contract so the vendor fee is factored into the launch budget.
What internet speed is needed for live streaming a launch?
For a single 1080p stream at H.264 around 5 Mbps bitrate, plan for at least 8 Mbps sustained dedicated upstream with headroom. A 4K stream needs 15 to 20 Mbps. We always insist on a wired ethernet connection at the streaming PC; venue WiFi is unreliable during conferences because the audience is also on it. For high-stakes launches we add a 4G or 5G failover link via a bonded router, so a venue ISP dropout does not take the broadcast down.
How many AV technicians are required for a 500-person launch?
A typical 500-audience launch needs six to eight on-site AV technicians during show: one sound engineer at FOH, one lighting operator, one LED wall and video processor operator, one camera operator per camera (usually three), one streaming operator at the encoder, and a floor lead coordinating with the event producer. Load-in and load-out days run with a larger ground crew of ten to fifteen people. Smaller launches can run with three to four technicians; convention-scale events of 1,000 plus may need twelve to fifteen on the show floor.