On this page
- What does overflow viewing need?
- Live camera feed or live stream?
- Which screen size fits your overflow crowd?
- Daylight and screen placement
- Getting the ceremony audio outside
- Seating, shade, and sightlines
- District paperwork
- Ceremony-day timeline
- Raising money for the booster club
- What does it cost?
- When to book
- Booking the screen for your ceremony
To give overflow guests a view of graduation, put an LED screen outside the venue and run a live camera feed to it from the stage. Families on the lawn or in a second gym see every name and handshake as it happens. Most high school overflow crowds need a 16′ × 9′ screen and a camera operator, booked as soon as your date is set.
What does overflow viewing need?
- A camera feed. An operator follows each graduate across the stage, so families see faces instead of a distant wide shot.
- A screen bright enough for daylight. Many late-May ceremonies are in the afternoon or early evening, with the sun still high.
- Sound. Names, speeches, and music have to reach the back of the overflow area.
- Seating and shade. Plan chairs, shade, and water for late-May Texas heat.
- Clear directions. Signs and volunteers that send overflow guests to the right place.
Live camera feed or live stream?
Use the direct camera feed for the overflow screen. An internet stream is for relatives at home.
| Direct camera feed | Internet live stream | |
|---|---|---|
| How it reaches the screen | Camera cable or wireless link straight to the screen | Uploaded to a streaming service, then played back |
| Delay | Almost none | Often many seconds behind |
| Needs internet | No | Yes, with a strong upload connection |
| Best for | Overflow areas on the same campus | Family members watching from home |
If your district streams the ceremony online, keep that running separately. The live camera feed with an operator is a $695 add-on.
Which screen size fits your overflow crowd?
| Screen | Comfortable crowd | Typical use | Starting price |
|---|---|---|---|
| 12′ × 7′ LED | Up to about 300 | Smaller schools and a second gym or courtyard | $2,750 |
| 16′ × 9′ LED | Up to about 1,500 | Most high school overflow lawns | $3,750 |
| 17′ × 10′ to 23′ × 13′ LED | 1,500 to 3,000+ | Large stadium ceremonies with big overflow areas | From $5,250 |
Every package includes four hours of show time, enough for most ceremonies from prelude through recessional, plus delivery within 30 miles of downtown Dallas, setup, onboard power, and an on-site technician.
Daylight and screen placement
In mid-May the sun doesn’t set in Dallas until after 8 PM. A projector can’t compete with that, but LED panels are bright enough for full sun. Angle the screen so the afternoon sun comes from the side. If it sits directly behind the screen, guests squint into it.
Getting the ceremony audio outside
The cleanest sound comes from the venue’s own sound board. Ask your facilities or AV team for a feed from the main mix. Overflow guests then hear what the room hears, names included. If that isn’t possible, add pro sound for $395, which brings speakers and a mixer for the crowd size and a wireless mic for overflow announcements. Test audio and camera together before guests arrive.
Seating, shade, and sightlines
- Front row. At least 15 feet from the screen.
- Shade and water. Tents or natural shade, and a water station.
- Accessible seating. A clear area with good sightlines for guests who use wheelchairs or need to sit close.
- Aisles and exits. Families move to meet graduates afterward. Leave wide paths, and don’t block fire lanes.
District paperwork
We provide a W-9 and can fill out vendor registration forms. If your district pays by purchase order, say so in your booking request and we’ll set the deposit timing to match. Standard terms are a 25% deposit to hold the date and the balance seven days before the event.
If the overflow area is on city property instead of campus, read our guide to outdoor event permits in DFW.
Ceremony-day timeline
| Time | What happens |
|---|---|
| 2 hours before | Crew arrives, parks the trailer, sets the outriggers |
| 90 minutes before | Screen raised, camera position confirmed with the stage crew |
| 75 minutes before | Camera feed and audio tested together |
| 60 minutes before | Welcome loop plays as families arrive |
| Ceremony start | Live camera feed on screen through the last name and recessional |
| After the ceremony | Optional congratulations loop while families find their graduates |
| 30 minutes after | Screen down, crew packs up |
Raising money for the booster club
A booster club or PTA can sell water and snacks to the overflow crowd and run a congratulations loop before and after the ceremony, with senior photos while families arrive. Local businesses often want to congratulate the class, and their sponsor slides can help cover the screen. We design up to 10 sponsor slides for $295.
What does it cost?
A 16′ × 9′ screen with a live camera feed and operator comes to $4,445 before tax, which covers a typical high school overflow. If the venue can’t supply an audio feed, pro sound brings the total to $4,840. The LED screen rental cost guide explains what affects price.
When to book
Book as soon as the ceremony date is set, even if details are still moving, because late May and early June Saturdays are among the busiest dates of the year for outdoor screens. Each quote holds your date for seven days while the district processes paperwork.
Booking the screen for your ceremony
Send a booking request with your ceremony date, venue, and expected overflow crowd, and we’ll confirm the date and the price the same business day. Our schools and sports page covers other campus events.
