Many details go into planning an event, based on what kind of event you have. If you are planning a concert, for instance, then you know that you need to have a good sound system and microphone placement, as well as lighting and stage design. If you are in charge of a conference, you should have a good sound system as well, and perhaps video screens and proper stage lighting. While some AV requirements may be the same for most events, there are events which may require more – and this is what you need to determine, too. But if you are planning to rent AV equipment, it’s best to think of some essential aspects. The following are the top three factors you should consider when renting AV equipment.
Determine your needs based on your venue
While your AV equipment needs will depend, in great part, on your speakers or performers and what you would like to achieve, your needs for AV equipment rental will also depend on your venue. Sometimes, the venue you choose will already have its own high-quality equipment, but sometimes, it will have none. Talk to the representatives of the venue so you can determine if they already have what you need – and if they don't, it's essential for you to make sure that they can handle whatever equipment you’ll be bringing in. In other words, find out capabilities and the limitations of the venue in regard to your AV equipment. And, while using the venue's in-house equipment may help you save, you should also think about the overall success of your event; it's worth investing in good AV equipment so that your guests and attendees will be suitably impressed.
Don’t be afraid to negotiate
Once you have found a prospective AV hire specialist, don’t be afraid to negotiate. You may be able to get a better deal with a comprehensive package rather than just hiring a few bits and pieces here and there. If you can get a better deal with a package and you can add several components to your event which you may not get if you hire individual equipment, then you might as well take advantage of it. Consider this as well: it may be well worth your while trying to negotiate for multi-event packages or multi-year agreements with the AV equipment rental company if you have a lot of events coming up. The knowledge and experience of the AV rental company and its staff can also give you the help you need especially in regard to proper planning, stage design, the right lighting, and so on.
Arrange it early
It's vital that you know early on what you need because you want to be sure that you'll have your equipment when you need it. If you wait too long to search for an AV equipment rental supplier, you may not be able to get the equipment you require. And sometimes, if the rental supplier doesn't have the equipment, they may rent it from another firm, which will cost you more in the end.
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