Being new in any business can sometimes be intimidating, especially if you haven’t thoroughly researched the equipment you need to set up shop. However, this article might be perfect if you are a budding event organizer looking to rent A/V (Audio Visual) Equipment for the first time.
An event planner is like an artist; some of your tools would be A/V Equipment, and your canvas would be the event’s location. Therefore, you must ensure that you have a list of A/V equipment to fit your canvas perfectly. Whether working with a limited budget or not, It is often a good idea to have a go-to list of A/V equipment needed depending on the size of the event. This way, clients curious about the equipment used at an event would appreciate your effort to show a selection of packages readily available for their review.
Why Rent A/V Equipment?
Some clients require cutting-edge event equipment, while others prefer different brands. A/V Equipment also needs to be maintained. These facts make renting A/V equipment feasible.
5 Tips Before Renting an A/V Equipment
Sometimes it could be daunting to do a task or to delve into an unknown realm for the first time. Because of this, here we have gathered five tips before renting A/V equipment:
Identify the event size and location
The event size and location play a significant role in driving the cost of rentals. Naturally, the bigger place you have, the higher your A/V Equipment Rental cost would be. If your event location is held in a large area, you will need more speakers for your audience to hear, screens for your audience to see, and cameras to capture the moment.
If an event and rental company is located in a big city, there’s a chance that equipment rental costs are more expensive than those in the suburbs. As an event organizer, informing your client about this is a good idea. It is also best to have answers to the following questions:
- Does your venue allow electricity use, or do you have to use your own power source/generator?
- Do you have an area to build shelters for weather-sensitive equipment such as the sound system for outdoor events?
- Whether indoor or outdoor, do you need to secure any type of permit or license to operate the A/V Equipment?
Prioritize the needs of your presenter
A presenter could be a speaker, musician, or even a dancer. It is best to set a meeting with them and to know about what equipment they require. Make sure you have a list of their needs in writing, as well as what personal equipment they are planning to use at the event. Having all the devices and A/V equipment from one source is the best option because it can reduce compatibility issues to zero. However, if it is unavoidable, ensure that the types of equipment they bring are tested beforehand.
Work within a budget
Aside from ticket sales, the profitability of an event also depends on how well you handle your budget. Whether you have a limited budget or no limits, striking the best deal with your supplier is always intelligent. Usually, A/V rental equipment companies provide good quotations when you rent in bulk. Show them the whole list of equipment needed and negotiate accordingly.
Things to remember when working on your budget:
- Age of the equipment – You may receive different quotations for the same set of equipment. The age of the equipment affects how much it costs to rent. So even if you ask for the same brand from two companies, it would cost less if it’s older. So choose wisely.
- New technology costs more – There are instances where you will have to choose between two different types of equipment that serve the same purpose. For example, 4k vs. 8k resolution screens, these two screens are considered Ultra High Definition. This is because they are both used to display images for your audience. Still, with just running the numbers, the pixel density of 8k resolutions screens win by a mile, making it the premium choice based on quality and price.
- 20% rule – A great rule of thumb in estimating equipment rental price is to check the retail price and multiply it by 20%. Of course, not all companies would have this exact number, they might use 10%, 15%, or even 25%, depending on their strategy and location, but at least you have a figure in mind when budgeting your requirements.
Hire an A/V Technician
Experienced A/V technicians are essential for your rented equipment’s quality and professional management. These technicians must thoroughly understand the components of A/V systems, installation, and maintenance needs. They also ensure that the equipment is safe from damage, preventing additional expenses due to breakage and penalties for not abiding by the terms and conditions of use.
You will also be able to breathe more comfortably when a certified A/V technician is present throughout the event just in case something happens.
Inspect and keep an Inventory
Pre-event testing and equipment inspection is vital to guarantee a five-star audiovisual delivery throughout the event. Testing is essential if you have other non-rented devices that connect to your rented equipment, i.e., a Laptop or a musical Instrument. In addition, you have to check if there are compatibility issues or a need for an adapter.
Although the supplier will probably have a list of the equipment’s serial numbers before the delivery, it is best to keep a list of your own to have an inventory of what you’ve rented. This way, you can do your post-event check before returning the equipment. Maintaining a good relationship with your suppliers is equally important as having a good relationship with your client.