AV equipment rental: what to know

What the job involves, what changes the price, and what to ask a pro.

What av equipment rental is

An audio visual equipment rental provider supplies sound systems, projectors, screens, microphones and lighting for an event, with delivery, setup and pickup available. Renting lets you use professional equipment for one event without buying or storing it.

Signs you need it

  • You are holding a one-time event and need a sound system, a projector or screens for a few days.
  • Your venue does not include the equipment you need, such as microphones or lighting.
  • You want to test a larger setup before you decide whether to buy equipment.
  • You need extra screens or speakers for an event that is bigger than usual.
  • Your event has a short window, and you need the equipment delivered and collected on time.
  • You need equipment for an outdoor event where weather and power need planning.

What the pro does

  • Talks through the event, the room, the number of people and the equipment that will be needed.
  • Prepares a rental list with the quantities, the dates and the delivery and pickup times.
  • Delivers the equipment to the venue, and sets it up if the service includes setup.
  • Checks that each item works before the event and provides a contact for problems during the rental.
  • Collects the equipment after the event and records any damage or missing parts.

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • Number and type of items, such as microphones, speakers, projectors and lights.
  • Length of the rental, in days or hours.
  • Delivery distance and whether the venue has loading access.
  • Whether setup, operation and pickup are included.
  • Extra cables, stands, power equipment or generators needed for the event.
  • Lead time, and whether the rental is booked for a peak date.

What a written quote should spell out

  • The list of items, the quantities and the rental dates.
  • Delivery, setup and pickup times and whether they are included.
  • The insurance or damage terms for the equipment.
  • What happens if an item fails during the event.
  • Cancellation terms and how late changes are handled.

Questions to ask before you hire

  • What is included, such as cables, stands and power equipment?
  • Who sets up the equipment, and is someone available during the event?
  • What happens if an item fails during the event?
  • What is the damage and loss policy, and who pays for damage?
  • Can I see the equipment and test it before the day?
  • Do you deliver to outdoor sites, and how do you handle power there?

Red flags

  • Quotes equipment without a clear list of items and quantities.
  • Does not say what happens if equipment fails on the day.
  • Will not explain its damage and loss terms.
  • Asks for full payment before the rental list and dates are confirmed.
  • Cannot describe how it tests the equipment before delivery.

What you can do yourself

You can run a small event with a single speaker and a microphone on a battery, and you can test the setup at home before the day. Rent equipment when the event needs several speakers, screens or lights, when you need delivery and pickup, or when you want the equipment checked and set up by someone who knows it.

Licenses and permits

Equipment rental is not commonly licensed, so a license is usually not required for this work. Check with your state or local licensing agency for business rules that apply to you, and check with the venue about its rules for electrical equipment, since power and rigging near people need care and some work may need a licensed electrician.

AV equipment rental questions

Do I need to be there to set up the equipment?

Not always. Many rentals can be set up by the provider, and some are dropped off for you to set up. Ask which the rental includes, and whether someone can be on hand during the event.

What if something breaks during the event?

Ask the provider for a backup plan and a contact number for the day. Ask whether they keep spare items and how fast a replacement can be delivered.

Who is responsible for damage?

Read the damage and loss terms before you book. They should state who pays for damage, what counts as damage and how it is assessed.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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