Working With Kaya
What to Share When Requesting an SMD Screen Rental Quote
The difference between a wide estimate and an accurate quote is usually eight pieces of information.
August 9, 2026 · 4 min read
Screen rental quotes vary widely for the same nominal screen size, and it is not usually because suppliers disagree. It is because the same screen in a hotel ballroom with a lift and a four-hour access window is a genuinely different job from the same screen on an open ground with no power and a vehicle route across grass.
The more of the following you can share, the more accurate the number you get back. None of it is difficult, and most of it you already know.
The eight essentials
- Event date. Including build and strike days if they differ from the event day.
- City and venue. any city in Pakistan, and the venue name if it is confirmed.
- Indoor or outdoor. This changes brightness, structure and power, so it is one of the first decisions.
- Approximate screen size, or the space available. If you do not know the size, the wall or stage width you have to work with is just as useful.
- Expected audience size and seating layout. Theatre, banquet rounds or standing — they occupy very different footprints.
- What will be shown on screen. Slides, video, live camera, branding loops, or a mix.
- Your access window. When you can load in and when you must be out.
- Whether the venue provides power, and whether rigging is permitted. If you do not know, say so and it can be checked.
Useful extras if you have them
- A floor plan or room dimensions, including ceiling height
- Photographs of the venue, especially the stage end
- A draft running order
- Whether cameras or recording are involved
- Any other services you need quoted: stage, sound, lighting, rigging, carpeting, branding
- Whether this is a one-off or part of a series of events
A photograph of the room taken on your phone is often more useful than a paragraph describing it. If you are enquiring on WhatsApp, sending one takes seconds and answers several questions at once.
Budget: say it if you have one
There is a common worry that naming a budget means being quoted up to it. In practice, a budget range makes the response more useful, not less, because it lets a supplier tell you honestly what is achievable at that level and what would need to change to get closer to what you have described.
If you genuinely do not have a figure yet, say that instead. It is a perfectly normal answer at an early stage, and it is more helpful than a number invented to fill the field.
What happens after you send the enquiry
- The team reviews what you have shared and comes back with any missing information needed to specify properly
- Where the venue is unfamiliar or complex, a site visit may be suggested
- A screen configuration is proposed, along with any stage, technical and setup scope you have asked for
- A quote is prepared against that scope
- Once the scope is agreed, the date is confirmed and a build schedule is planned
Why Kaya does not publish fixed packages
Published packages look convenient and are usually misleading, because they either assume the easiest possible conditions or price in contingency for the hardest. Neither produces an accurate figure for your event.
Quotes are prepared against your actual date, venue, screen configuration and scope. That takes slightly longer than sending a price list, and it means the figure you receive is one you can plan against.
Ready to send your details?
Use the Request a Quote form, which asks for the information above in order, or WhatsApp the team directly if it is easier to send a photograph and talk it through. If you are still working out screen size, start with how to choose an SMD screen for a corporate event.
Related questions
How quickly can I expect a response?
The team aims to come back promptly during working hours. If your date is close, say so in the first message — urgent enquiries are prioritised, and it is better to know early whether a date is workable.
Can I get a quote without a confirmed venue?
Yes, an indicative scope can be prepared from the city, approximate size and event type. The figure firms up once the venue is confirmed, because access, rigging and power all affect it.