Hosting an impactful event often requires robust audio, video, lighting and staging gear. Rather than purchasing equipment outright, many organizers opt for rental AV solutions. Navigating AV hire doesn’t need to be complex with the right knowledge. This guide covers the key aspects of successfully renting audiovisual equipment.
Determining Your Technical Needs
Consider the venue size, program agenda, audience engagement needs and budget when deciding what AV elements to rent. Avert going overboard and driving up costs unnecessarily. But also avoid gaps in necessary coverage that diminish the experience.
Researching AV Rental Companies
There are many AV rental firms to choose from. Look for responsive vendors with deep equipment inventories, experienced staff and niche expertise matching your event like corporate versus concerts. Check client reviews and tour rental facilities if possible.
Understanding Equipment Options
Explore the range of sound, lighting, display and rigging options to make informed selections. Within categories like mixers, speakers and microphones, endless varieties suit different needs. Discuss options with rental firms to match gear to your technical requirements.
Scheduling Timelines
Avoid last-minute AV requests by booking rentals as soon as event dates are set, especially for peak seasons when availability is tight. Build in days for load-in, setup, rehearsals and tear down. Confirm timelines align for equipment delivery and retrieval.
Planning Onsite Support
Ask vendors if technical staff for setup, operation and tear down are included or come at an additional cost. Events often require staff to optimize equipment and adjust settings during programs. Clearly define their roles like lead technicians versus assistants.
Arranging Logistics
Confirm details like transportation, load-in access, storage and security. Who delivers gear and handles staging? What are venues’ rigging points, power supply and size entryways? Ensure vendors remain accessible in the days surrounding events for questions.
Preparing Backup Plans
Create contingency plans for likely technical failures and worst case scenarios. Options include redundant equipment, backup media files, independent power sources and onsite techs to quickly address issues. Let the show continue amid unavoidable glitches.
Understanding Insurance Needs
Protect your liability by having rental firms list your event entity as additionally insured on their policies. Also review fine print regarding damage waivers. Avoid unexpected costs by verifying who assumes responsibility for any equipment damage or loss.
Utilizing reliable AV gear without purchasing it outright is easy when you understand rental logistics in advance. Align timelines, secure optimal equipment suited for the venue, and mitigate risks through contingency plans. With careful coordination, AV rental strengthens the impact of any event.