Equipment rental for trade fairs in Warsaw

Sharp Aquos 60″from 600 zł net / day (24h)(738 zł gross) Sharp Aquos 85″from 1 000 zł net / day (24h)(1 230 zł gross) Samsung Flip WM55Hfrom 1 000 zł net / day (24h)(1 230 zł gross) TV Event/Stage Standfrom 150 zł net / day (24h)(184,50 zł gross) FlexStand + Gravity VESA 1from 100 zł net / day (24h)(123 zł gross) Laptop for presentationsfrom 150 zł net / day (24h)(184,50 zł gross)

What to set up at a trade fair stand

Selection starts with who is viewing the screen and from what distance: a visitor passing through the aisle, a conversation partner at the table, or a guest who is meant to touch the screen. Choose a starting point, and we will tailor the kit to your stand dimensions in the quote.

Screen price list for the booth

Prices for the first day (24h), net and gross (incl. 23% VAT). All screens feature 4K resolution and an HDMI input for a laptop or media player.

Screen	Price / day (24h)
Sharp Aquos 60″60″ 4K, 4× HDMI, 22 kg: image approx. 1.33 × 0.75 m; 2 units	Price: 600 PLN net (738 zł gross)
Sharp Aquos 85″85″ 4K HDR, 4× HDMI, USB-C, 38 kg: image approx. 1.88 × 1.06 m; 1 unit, check availability	Price: 1,000 PLN net (1 230 zł gross)
Samsung Flip WM55H55″ 4K, touch with stylus, landscape or portrait, approx. 29 kg; 1 unit, check availability	Price: 1,000 PLN net (1 230 zł gross)

Touchscreen for the booth

Samsung Flip WM55H is a 55″ 4K screen with a stylus, on which up to 4 people can write simultaneously. It can be positioned landscape or portrait, and the orientation is set during installation. It works well for demos, configurators, quizzes, and client conversations at the screen. Need a larger touch screen? Ask, we will check the options. Connecting the Flip to a phone and laptop is described on the page Samsung Flip rental.

Stands, computer and accessories for the booth

Item	Price / day (24h)
TV Event/Stage Standsteel stand for 60″ or 85″ screen, up to 50 kg, height 120-180 cm	Price: 150 PLN net (184,50 zł gross)
FlexStand + Gravity VESA 1mobile stand with VESA mount, compatible with 60″ screen	Price: 100 PLN net (123 zł gross)
FlexStand + Gravity BTRAY 1stand with a shelf for a laptop or media player next to the screen	Price: 100 PLN net (123 zł gross)
Laptop for presentationsMacBook or Windows, HDMI, USB-C, VGA, MS Office and Keynote	Price: 150 PLN net (184,50 zł gross)
QSC K8.2active 8″ speaker for short presentations at the booth	Price: 100 PLN net (123 zł gross)
Shure SLXD / SM58wireless handheld microphone for the presenter	Price: 200 zł net (246 zł gross)
Astera AX5battery-powered LED fixture for product illumination, no power cable to the outlet	Price: 100 PLN net (123 zł gross)
Micro Conference Kit60″ TV and 2 QSC LA108 columns on stands: presentation zone for a larger booth; 1 unit	Price: 1 950 zł net (2 398,50 zł gross)

For presentations, a laptop from the catalogue is sufficient. If an application or game requires a different computer, e.g. a mini PC, ask about it in your enquiry. The battery life of the Astera AX5 depends on brightness: the value from the product sheet refers to energy-saving settings; at full brightness the fixture runs for a shorter time, so for multi-day trade fairs plan to charge it after each day. Before ordering a sound system, check the trade fair regulations for rules on sound at the booth.

Price for several days (24h)

Net and gross prices (VAT 23%); each additional day (24h) is charged at 50% of the first-day rate. Days (24h) are counted by the dates of issue and return.

• SettlementVAT invoice for a company (NIP or EU VAT)
• BookingAfter paying the proforma invoice, no deposit required
• OfferIn Polish and English
• Pick-upGocław: 0 PLN

Sample cost estimate: 85″ screen for 5 days (24h)

85″ TV on a stand, with installation the day before opening and removal after the trade fair closes in Warsaw:

Item	Price
Sharp Aquos 85″5 days (24h)	Price: 3,000 zł net (3,690 zł gross)
TV Event/Stage Stand5 days (24h)	Price: 450 zł net (553.50 zł gross)
Delivery with installation and removal at the boothwithin Warsaw, both trips	Price: from 1,000 PLN net (1 230 zł gross)
Total	from 4,450 zł net (5,473.50 zł gross)

Transport to PTAK Warsaw Expo in Nadarzyn and other locations outside Warsaw is quoted in the offer. Pickup and return at Gocław (Wał Miedzeszyński 646) cost 0 PLN. Send an inquiry → or call: +48 788 335 888.

LED or TV for a small booth

For a small booth, we are often asked about an LED screen. When a screen is viewed from a few metres away, the number of pixels matters, and here the TV wins:

If width is limited, choose the 60″: image approx. 1.33 × 0.75 m and 22 kg. With a small LED screen, the larger share of the cost is the service, processor, transport, and crew, not the modules themselves. If the booth is large and the screen needs to be visible from a distance, describe it in your enquiry: we will advise on which solution makes sense.

How we work at trade fairs

1. Pre-fair arrangements. Hall and booth number, build-up hours, stand or wall, mounting height and socket at each screen. We provide the dimensions and weight of the screens to the stand builder.
2. Content testing at our facility. We run videos, presentations and games before installation on the same type of screen. For a portrait screen, videos are best prepared as MP4 (H.264) 1080×1920 or 2160×3840.
3. Installation the day before opening. We deliver, install and commission the screens during the build-up hours set by the organiser.
4. During the fair. 24/7 support at +48 788 335 888 if something stops working. On request, we come to the booth, e.g. to upload a new version of the app, leaving the previous one as a backup. The cost of the visit is provided in the offer.
5. Visitor data remains at the stand. Game, quiz, or form results stay on the stand computer. We do not send them by email, and upon request we save them and export a report on-site.
6. Dismantling after closing. We collect the equipment during the dismantling hours set by the organiser.

Trade fair deadlines and regulations

Order the screens together with the booth design, usually 30-40 days before the trade fair. During this period, organisers typically collect stand construction designs, suspension plans, and power connection requests; orders placed with the organiser after the deadline may cost more. Check the exact deadlines in the trade fair regulations.

• Power at the stand ordered by the exhibitor or the stand builder from the organiser; typically only the organiser connects the stand to the power supply. We will provide a list of our equipment so that the sockets are where the screens will be placed.
• Entry and unloading take place during hours set by the organiser. If the regulations require unloading by an official freight forwarder, we coordinate this before the quote.
• Stand wall must support the screen: we provide the weight and mounting hole spacing to the stand builder before the fair.

For stand designers and builders

You can rent the equipment only (dry hire): pick it up at Gocław at 0 zł and install it as part of your stand build. You can also commission delivery with installation and dismantling during your build-up hours, from 1 000 zł net (1 230 zł gross) in total. We issue the invoice to a company: yours or the exhibitor's (NIP or EU VAT).

Setting up multiple booths at the same trade fair? We have 1 unit each of the Sharp 85″ and Samsung Flip, and 2 units of the Sharp 60″. Check availability before including the screens in your project. TVs for conferences and other events can be found on the page TV rental in Warsaw.

Exhibitors and agencies from abroad

We handle quotes and all arrangements in English. We issue a proforma; once paid by bank transfer, we reserve the equipment for the fair dates. The invoice is issued to the company after payment; EU companies provide their VAT UE number. No deposit is required. More at event equipment for international companies (English version).

What is included in the price and what you add separately

How it works in practice

A booth at an international congress in Warsaw, managed by an agency from abroad. A 55″ touchscreen was mounted vertically on the booth wall, playing a video, and an 85″ 4K TV was mounted horizontally with a game controlled by keyboard and gamepad. We tested the video and the game at our facility before installation. Installation was the day before opening, dismantling after the close of the last day. During the congress, at the client's request, we uploaded a new version of the game with the previous one kept as a backup, recorded the results in order of play for the prize draw, and exported the reports. Participant data remained on the booth computer. The agency paid the proforma invoice by bank transfer before the fair, and we issued the invoice upon payment.

Booth designer at an interior design fair. He enquired about an LED screen 1.5 × 1.0 m. We proposed an 85″ 4K TV on a stand, and the 60″ if width is limited, as it provides a sharper image at close range and does not require a crew at the screen.

Send an inquiry → or call: +48 788 335 888.