• Rental Express

Renting AV Equipment: Tips You Need Before Putting on Your Next Big Event

Updated: Aug 25, 2020


No matter what kind of event you may be organizing, one of the most important factors you need to consider in your planning is what audio/visual needs you are going to encounter. There are several things to consider and we’re going to help you out with some advice. So what do you need to do when organizing in terms of audio/video?



Determine your budget


You’ll need to go into your planning with a clear understanding of how much you can spend. This will help ensure you stay on budget.


Consult an expert


Perhaps someone within your organization is an audio/visual pro and would be willing to oversee this part of the planning. If not, you can search your network for anyone who is knowledgeable in audio/visual or hire someone who can plan and manage the audio/visual component of your event.


Get input from your event special guests and attractions


If musicians and speakers are a part of your event you will need to get them involved in the planning of the event as early as possible to make sure their needs are met. They will have needs based on their preferences and functions. Musicians will especially want to be given the opportunity for input as early as possible.


Determine your audio/visual needs and make a list


Is there going to be musicians, video presentations, or speakers at your event? This will help you better determine exactly what equipment you will need such as TV screens, projectors, video or audio recorders, and or microphones. Perhaps a band will require a specific mic setup which will increase the price.

Once you know exactly who your special guests, speakers, and entertainment will be and get their input, then you can put together a list of exactly what you need.

So now you have your list of audio/visual needs together and you’re ready to move on to the next step. AV rental can be a bit overwhelming if you’re unsure of what you will need. So here are some tips to help you make it a bit easier to find the right supplier.


Check with the venue


Take the time to do a venue walkthrough. Always get a quote from an outside vendor before booking your AV with the venue. Now, that you have your event planned and you have found the right supplier for your AV rental needs, there are still a few things you’ll need to do. Don’t worry you’re getting close to having your event needs to be handled but first here are a couple of musts to do before your event.


Negotiate the best deal - Packages = Savings


Many times AV rental companies will offer you a better deal on an audio/visual package as opposed to just the pieces you need. You may get a better deal on a package that includes components that you can add to your event to make it better. Also, sometimes you can get better deals when you negotiate multi-event or multi-year contracts with the company. Ask if that AV company does partner deals with other services in the industry with other services you may still need for your event.


Order Your AV Equipment Early


You will want to get your equipment ready to go in enough time to take care of any issues and make sure they will have it for you on the date you will need. Call us today or send us an email for a free and easy quote.

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