Information regarding scope, costs, and setup for multimedia services at the 2025 event at the Happy State Bank Youth Exhibition Center in Kerrville, Texas, on Saturday, May 17, 2025. This page will be updated as the scope and planning evolves.
Previous Year’s Scope
In previous years, we have provided the following:
- Two projectors and screens (12 feet wide by 9 feet tall)
- Event production technician to operate the screens and push content to screens and sound system
- Photographer capturing “prom style” guest photos in front of a backdrop built/provided by HCCB (6 pm to 10 pm)
In previous years, the budget has looked like this. Here is a copy of the two invoices from 2024. A second invoice was submitted to increase the hours of photography. The two invoices together totalled $2,010 after discounts.
Proposed Changes for 2025
Here is the newly requested scope for 2025:
- 1 or 2 LED walls (screens) for displaying content (more about LED walls below)
- Event production technician to operate the screens and push content to screens and sound system
- IMAG (image magnification) – Live camera view to be used on screens at various points in the program when appropriate
- Recording – Along with IMAG, we always record the camera shot for posterity
- Photographer capturing “prom style” guest photos in front of a backdrop built/provided by HCCB (6 pm to 10 pm)
Budget for 2025
Based on the scope above, the approximate budget would be substantially increased due to these facotrs:
- The addition of the LED wall and IMAG require a lot more labor to setup and test the equipment, requiring a half-day of installation on the Friday before the event. This will be coordinated with the LED rental provider. This is also a good time to schedule a rehearsal or a run-through once all of the gear is situated.
- This estimate includes just ONE LED wall, which can be positioned behind the stage. Adding a second LED wall and positioning them on each side of the stage would add another rental fee of at least $1,600 (we’d need to check on this with the KROC Center to make sure the second screen is the same price)
- The “day of” price has increased for the extra staffer and equipment needed to run the IMAG setup.
- The extra hour of photography has been included in this initial estimate, giving us four hours of total capture time from 6 PM to 10 PM.
Full estimate pasted below, totaling $5,120 before any potential discounts.
LED Wall versus Traditional Projection
This year we’ve introduced the option of using an LED wall instead of the traditional projectors that we’ve used in years past. The LED wall is superior due to the reasons below, but is more expensive. We are unable to discount this rental fee unless the KROC Center is willing to provide it to you at a discounted rate.
- LED walls are brighter and sharper, providing a much higher quality image that is more easily readable from a distance
- The footprint is much smaller because there’s no need for a 16-foot empy space for the projector beam.
- LED walls can be placed flush with the pipe and drape, taking up less room and allowing for more tables or other floorplan items
- LED wall can be placed at the back of the stage, if desired, to focus the audience’s attention on one focal point rather than to each side of the stage.
The images below show the single LED wall placed at the back of the stage, along with IMAG of the presenters.
