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AV Rental in Japan: The Only Guide You Need for Trade Shows & Events
Planning a booth, conference, product launch, or corporate meeting in Japan? This is a practical, field-tested guide to costs (JPY & USD), timelines, venue rules, power, logistics, and on-site operation. ETTO provides bilingual (EN/JP) engineers and supports BYO gear when you only need missing pieces.
1. What AV do you need? (Trade show & event use cases)
Attract traffic Stop people from walking past. → LED wall (indoor 3.9–2.6mm) or 98-inch 4K with short, high-contrast loops.
Explain / demo Readable text up close. → 55–75-inch 4K on stands, HDMI/USB-C adapters, stable laptop output.
Present / stream Stable switching & audio. → 4K switcher + mics + PA, optional recording/streaming.
Corporate events Product launches, keynotes, press events. → Combine stage PA, large displays, teleprompter if needed.
Pick one primary goal first (attract / explain / present). Scope creep is the #1 budget killer.
2. Cost ranges (JPY / USD) + what drives price
Shown as typical list prices for 1 day (gear only). Transport, crew, setup/strike depend on venue and schedule. Multi-day/package discounts available. USD at ≈ ¥150 per $1 for reference.
| Category | Example | Specs / Notes | JPY | USD* |
|---|---|---|---|---|
| LED mini wall | Indoor 3.9mm, ~W3.5×H2.0 m (11.5×6.6 ft) | Processor + freestanding frame + player | ¥450,000–¥800,000 | $3,000–$5,400 |
| 98″ 4K monitor | Floor stand + cabling | Single face impact | ¥380,000–¥460,000 | $2,500–$3,100 |
| 75″ 4K ×2 | High stands ×2 + splitter | Two-corridor visibility | ¥220,000–¥300,000 | $1,450–$2,000 |
| 4K switcher | Multiview, multiple inputs | PC / media / camera | ¥120,000 | $800 |
| Basic stage PA | 2 wireless mics + small mixer + speakers | Mini seminar / announcements | ¥40,000–¥90,000 | $260–$600 |
What drives price?
- Size & brightness (LED pitch, monitor inches), day count, stock around your dates
- Transport & access: loading dock time, long push, elevators, overnight storage
- Crew hours: setup/strike windows, rehearsals, show operation
- Risk management: rigging, power distro, wet areas, outdoor backup plans
3. Timeline & process (T-4 weeks → show day)
| When | What happens | Owner |
|---|---|---|
| T-4 to -3 weeks | Share dates, venue, floor plan, goals. Initial quote & options. Decide LED vs. monitors. Hold inventory. | You + ETTO |
| T-2 weeks | Lock sizes / counts. Confirm power & network with venue. Provide content specs (resolution, loop length). | You |
| T-1 week | Finalize schedule, access, dock pass. Share BYO gear models. Book crew & truck. | ETTO |
| T-2 to -1 days | Setup & test. Rehearsal. Register a fail-safe still image on the switcher. | ETTO |
| Show day | Doors: monitoring, cueing, backup cables. Close: shutdown & secure overnight or strike. | ETTO |
4. Copy-paste request template (RFP)
■ Dates / venue:
■ Booth or room size (m/ft):
■ Primary goal: Attract / Demo / Stage (choose one)
■ Display plan: (e.g., LED W3.5×H2.0m / 11.5×6.6ft, or 75"×2)
■ Inputs: Laptop (USB-C/HDMI), media player, camera
■ Audio: Needed? (wireless mics, number)
■ Network: Wired LAN available? (for streaming)
■ Power: 100V circuits available? Approx. load
■ BYO gear: LED or monitors (list models)
→ For LED: processor model (e.g., NovaStar VX600 / Brompton S4),
receiving card, cabinet resolution & layout
■ On-site engineer: required / not required
■ Company / contact / phone:
Send to info@ettorental.com with floor plan and any photos of the space.
5. Technical notes: power, cabling, 4K/60, LED vs. projectors
Power in Japan
- 100V nationwide. 50Hz in Tokyo / 60Hz in Osaka. Most modern AV auto-ranges.
- High loads (LED, amps) require dedicated circuits. Share expected draw if known.
- Bring or request Type-C/Type-B plugs as needed; Japan uses Type-A/B.
Cabling & 4K/60 stability
- For 4K/60: use HDMI 2.0 (18Gbps). Over ~10 m (33 ft) use active/optical HDMI or SDI extenders.
- USB-C → HDMI: use proven adapters; keep a spare. Lock PC output to the target resolution.
- Register a still image on the switcher to mask any black-outs.
LED vs. projectors
- LED: bright, punchy, works in high ambient light; heavier, needs structure.
- Projectors: cost-efficient for large images in darker rooms; sensitive to ambient light and throw distance.
- In bright expo halls, LED or large 4K monitors are usually the safer bet.
6. Venue realities in Japan (Tokyo Big Sight, Makuhari, INTEX)
- Loading docks & hand-carry: registration windows apply; long pushes may require extra crew/time.
- Floor protection & rigging: tape/plywood rules vary; confirm for heavy stands or truss.
- Noise & brightness: set LED brightness for ambient light; color temp around 6500K looks natural.
- Networking: wired LAN is strongly recommended for streaming; venue Wi-Fi can be congested.
7. BYO gear integration (LED processors, laptops, adapters)
We can integrate your gear
- LED with NovaStar / Brompton processors (share model), receiving cards, cabinet resolution/layout.
- Laptops (USB-C/HDMI), media players, cameras—switcher input formats aligned and locked.
- We can supply missing pieces only: processor, stands, long-run cabling, splitters, adapters.
Send processor model photos if unsure. We’ll prepare EDID and mapping ahead of time.
8. On-site operation: roles, rehearsals, fail-safes
Roles
- AV engineer: cabling, signal stability, switching, backups
- Stage/MC: cues, timing, mic discipline
- Runner: last-minute assets, batteries, adapters
Rehearsals & fail-safes
- Lock input/output resolutions; disable laptop sleep & notifications.
- Keep backup cables/adapters; register a title still on the switcher.
- Audio: wireless mic batteries, spare cables; mic technique briefing.
9. Checklists (planning / day-before / show-day)
Planning (T-4 → T-2 weeks)
- Primary goal (attract / demo / stage) decided
- Display counts & sizes; content resolution (4K or 1080p)
- Power availability & circuits; wired LAN if streaming
- BYO gear list & photos; LED processor model if any
Day-before
- Connect shortest path first → then add splitters/long runs
- Set laptop to external-only or mirrored; confirm audio device
- Load a still image on the switcher; test all cues
Show-day
- Optical/active HDMI or SDI for 4K/60 long runs
- Spare adapters & batteries ready; cables tension-free
- Emergency path: black → title still → program
10. FAQ
Q. Do you work beyond trade shows?
A. Yes—conferences, press events, product launches, corporate meetings.
A. Yes—conferences, press events, product launches, corporate meetings.
Q. Can you provide bilingual staff?
A. Yes. English/Japanese engineers for setup, operation, and strike.
A. Yes. English/Japanese engineers for setup, operation, and strike.
Q. Can you integrate our existing vendor or BYO gear?
A. Yes. We can supply missing pieces or on-site engineers only.
A. Yes. We can supply missing pieces or on-site engineers only.
Q. Can you quote in USD?
A. Quotes are issued in JPY; USD here is for planning.
A. Quotes are issued in JPY; USD here is for planning.
Q. Do you offer streaming support?
A. Yes—encoders, recording, and wired LAN integration.
A. Yes—encoders, recording, and wired LAN integration.
11. Contact
Send your dates, venue, and floor plan. We’ll return a practical proposal that fits venue rules, budget, and timeline.
© ETTO Inc.
