AV Equipment Rental: 5 Tips You Need to Know
Updated: Mar 27
Regardless of the size of your event, nothing can be more annoying than bad audio and technical glitches. This is why you should always conduct proper research before renting audiovisual equipment. Here, we share five tips to help you find the right AV rental service for your event.
Tip 1: Get to know your audiovisual equipment rental company
Apart from communicating via email and phone with your potential AV rental company, you can also arrange to go down to one of their events to take a look at the performance of the AV equipment live. The trip will reveal how the company treats its clients and, more importantly, how well maintained their AV equipment are. Excellent customer service and well maintained AV equipment means that the company would be more likely to deliver what you ask of them.
During your visit, you can also ask the AV rental company technical details about their equipment. By asking the right questions, you’ll be able to find out the company’s capabilities and their past experience in providing services to events similar to yours.
Tip 2: Negotiate a better price
You may be able to negotiate a better price if:
your event happens during the off-peak season
you intend to rent the AV equipment for multiple events
you intend to rent the AV equipment for the same recurring event
Remember to negotiate to get more bang for your buck.
Tip 3: Reserve your AV equipment early
Tip 3 ties in closely with Tip 2. If you want to negotiate a better price, do not wait until the last minute to rent your AV equipment. Making the reservation early will give you more negotiation power on the pricing, more vendor options and also prevent any panic situations.
Tip 4: Consider between ‘wet’ or ‘dry’ AV equipment rental
If you opt to rent only the AV equipment and no other operating services, it is considered a ‘dry’ rental. In such situations, you will have to assign a person, usually someone from your event team or the IT personnel, to operate the AV equipment. However, take note that operating these high-end AV equipment requires years of hands-on experience and that every equipment depending on the brand has different functions and limitations.
On the other hand, when you opt for ‘wet’ rental, a sound operator or AV technician from the rental company will be working with you to operate the system. With a ‘wet’ rental service, there’s no need for you or your team member to operate the complex equipment and mixers.
With on-site technicians present at your event, you also get the assurance that they will be handling and troubleshooting any technical issues that may occur during the course of your event. Provide the AV or event company with your event programme and brief them on your requirements. Sit back and watch them go about their work expertly.
Tip 5: Decide on the location of your AV equipment early
Depending on the size of your event and whether it is held indoor or outdoor, you will need to allocate appropriate locations for the speakers and the sound console. The sound console is the core of the sound system and is where the sound mixer is found. The sound mixer allows you to control the mic and other AV equipment.
If your event is large you’ll have to place the speakers in strategic locations such that the sound can be heard throughout the event floor. In such situations, depending on your audiovisual equipment rental requirements, a site survey with the AV equipment rental company you have selected is highly recommended. Feel free to check out our past blogs related to AV rental, including sound systems, event lighting and LED wall rentals.
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