Get a quoteWEST PALM BEACH · PALM BEACH COUNTY · LED + AV
LED, video and audiovisual support for corporate events, incentives and conferences at Hilton West Palm Beach. This guide covers West Palm Beach in Palm Beach County, not the island of Palm Beach. Travel and crew logistics are quoted for your dates.
Hilton West Palm Beach is connected to PBCCC, but hotel and convention-center services must be assigned separately. Identify which parts of your program take place in each building before combining the technical proposal.
| Activity | Proposed responsibility | Approval to confirm | Who quotes it |
|---|---|---|---|
| Equipment rental | GLMedia: equipment listed in the agreed scope. | Outside-supplier access and permitted equipment. | GLMedia; venue services separately. |
| Setup and dismantling | GLMedia or the venue-designated team, as authorized. | Work allocation, load-in times and permitted cable routes. | The party performing the work; identify it in each order. |
| Audio, lighting and playback operation | Named operators for the contracted systems and hours. | House interfaces, rehearsal schedule and show responsibilities. | GLMedia for its operators; the venue for its services. |
| Technical supervision | GLMedia supervises its contracted equipment scope and coordinates interfaces. | Who supervises each supplier and who may perform the work. | Identify supervision separately from hands-on labor. |
| House power, rigging and system connections | Providers assigned or approved by the venue. | Current event manual, technical plans and service orders. | The assigned providers; request itemized venue charges. |
The compact LED reference price does not automatically include audio, lighting, venue services or delivery to every destination. Separate equipment, transport, setup, supervision and operation in the proposal. A floor-supported structure still needs an approved footprint and review of floor loading and the proposed configuration.
These are published general requirements. Confirm the current event manual, supplier approvals and final service orders with the venue for your date.
ROOM DETAILS AND AV PLANNING
Hilton lists Oceana and Coral ballrooms and an enclosed connection to Palm Beach County Convention Center. The connection helps planning, but the two facilities still need clearly assigned technical responsibilities.
| Space | Published reference | Planning condition |
|---|---|---|
| Oceana Ballroom | 13,366 sq ft | 23 ft ceiling; divisible into four sections |
| Coral Ballroom | 5,850 sq ft | 21 ft ceiling; divisible into five sections |
| Gardenia | 950 sq ft | Smaller meeting-room format |
Checked September 3, 2026. Official venue room guide. Confirm the current floor plan and assigned access with the venue. Published area and ceiling height do not authorize loads, rigging or installation.
Match screen geometry and audio coverage to the contracted ballroom division. Taller ceilings do not by themselves authorize suspended equipment: support design and any rigging permissions are confirmed with the venue.
Plan presentation files, camera feeds and session timing across both properties. The enclosed walkway is not automatic permission to move flight cases or share networks; confirm the approved route and service responsibilities.
Transport, crew call times, loading and strike are scoped for West Palm Beach. We do not extend the Miami-area delivery reference automatically; the written quote identifies equipment, operation, travel and any venue services.
WEST PALM BEACH · SCOPE-BASED QUOTE
For Hilton West Palm Beach, the final proposal is based on the selected room or booth, equipment, crew schedule and travel to West Palm Beach. A hotel ballroom, an exhibitor display and a convention general session are different jobs.
The Miami-area starting price is not a delivered price for this venue. Its local transport allowance is limited to 30 one-way miles from Miramar. We quote this destination’s travel and access separately, together with setup, strike and the agreed operating hours.
Venue power, rigging, exclusive labor, internet, parking, taxes and any additional venue charges are identified separately. Compare equipment configurations below, then request the total for your actual event.
YOUR TECHNICAL TEAM
Hire GLMedia for LED and video only, or add sound, lighting, cameras, staging, pipe & drape and technical crew. We support the planner’s or producer’s show without taking over their client relationship. Each proposal identifies equipment, setup, operation and hotel interfaces.
Screen size and resolution, presentation switching, cameras, confidence monitors and speaker timers.
See equipment and scope →We plan speaker coverage and wireless microphone channels for speeches, panels and music, then quote the equipment and operator.
See equipment and scope →GLMedia-owned Georgia Expo pipe & drape can dress the stage or screen control areas; dimensions and installation are scoped separately.
See equipment and scope →PROJECT EXAMPLE
A gala and fashion presentation with a white curved stage/runway, separate straight LED screens, lighting and audio. The curved element is the stage, not the LED wall.
This project took place at Rubell Museum in Miami, at a different venue from Hilton West Palm Beach.
Open the case, scope and video →HOTEL · PLANNER · TECHNICAL SUPPLIER
Electrical demand and equipment weight are calculated for the selected configuration. Elevator fit is checked against the largest loaded case—not the LED panel alone. Hotel capacities are not final seated capacities once technical equipment is added.
Yes, if the hotel approves GLMedia as an outside AV supplier for your event. Our proposal lists our equipment, setup and operators. The hotel or its in-house provider confirms its own services and charges, including any required power, rigging, internet or labor. We do not represent the hotel or sell its event packages.
No. The published Miami reference includes local transport only within its stated 30 one-way-mile limit from Miramar. West Palm Beach needs a separate travel and access scope. We confirm the complete equipment, technician, transport and venue-related total in the proposal.
We separate the selected equipment, installation and strike, technician schedule, transport to West Palm Beach and venue-controlled services. The Miami package is a configuration reference, not a delivered quote for this destination. Final scope, taxes and responsibilities are confirmed in writing.
You can rent LED and video equipment alone, or add sound, lighting, staging, cameras, playback, confidence monitors, timers and crew. We work with your planner or production company and respect their relationship with the client.
REQUEST A QUOTE
Start with the date, room, audience and what you need. We will ask for any missing technical details and prepare an equipment and crew proposal with the hotel requirements clearly identified.
The organizer or venue confirms the registration process and submission deadline. We coordinate the crew information required for our work, while approval remains with the responsible event or security team. Confirm the service entrance, check-in location, permitted hours and unloading authorization. Guest tickets and event admission are separate from technical crew credentials.
Send the clear door opening, cabin width and depth, rated load and the route from the loading dock to the room. We check the largest loaded case and support components, not just an individual LED panel. Include corridor turns, ramps and floor protection. A modular system may help, but elevator access cannot be promised from screen dimensions alone.
Send both layouts and the time available between programs. We identify equipment that can stay in place and what needs to move, be rewired or tested again. The changeover requires its own crew and access plan while catering and other vendors work. A short break in the agenda is not automatically enough time to rebuild a stage or LED wall.
Include both teams when programs run nearby or equipment moves between spaces. Share system details and channel requirements, then arrange checks in the actual locations. A connected campus does not guarantee compatible frequencies or shared support. Identify the person responsible for coordination and for each room’s microphone handoffs.
They add equipment suitability, stable approved supports, cable protection and a weather plan to the fixture list. Send the lawn layout, operating hours and permitted installation points. Test paths and presenter positions without directing glare at guests. Quote the indoor alternative separately if the event may move.
Confirm the authorized equipment route with both properties. A guest connection is not automatically a loading route. Check clearances, surface protection, movement times and who accompanies the transfer. If a system must work in both buildings on the same day, allow time for reconnection and testing or price separate systems.