If you are in the space to need to rent audio-visual (AV) equipment, it probably means that you’re involved in a big event, and it also probably means that many other people and clients are counting on you to ensure that the event runs smoothly and seamlessly. Selecting the incorrect AV equipment or worse,failing to set it up correctly or on time,can not only be stressful, but has the potential to ruin the entire event, or at very least have a negative impact.
If you are under the impression that the AV supplier you rent from is insignificant, think again. Selecting a good quality AV supplier is as important to ensuring the events success, as is the actual equipment itself. Below are some key guidelines for choosing your AV rental supplier.
Support on site
One of the initial items to take in to consideration is whether you’ll need on site support from your AV supplier. This can depend on the size and layout of your venue, how complex your AV needs are and also your own level of expertise. Most good AV rental companies do offer an on site support service – and even if they are not local and don’t have staff in the event location, they likely have partnerships with other equipment suppliers in the area, that can be subcontracted in to offer on site support. Even if you don’t require on site assistance, the fact that an AV company offers it is a really great sign that they are a full service business with true expertise and customer service.
Read more on how to select your event suppliers
Expertise
Some rental companies just rent out equipment, but if you are wanting to find a company with years of proven experience, track record, high of level of expertise and also the willingness to act as a proactive AV advisor, do your research. Equipment and technology has these days become very advanced and true industry experts can not only help you avoid problems, but can also enhance your project by recommending the ideal AV options to match your specific needs and set up
For example making sure that if you are renting HD screens and projectors, that you have the software available to optimise the use of these items.
Streaming events live is also a trendy new event tactic, but it needs a minimum of 600K of bandwidth. Most South African hotels and event venues don’t even come close to offering that level of bandwidth, but your AV advisor would have known to ask that question and provide a solution as part of the rental package.
Read more on how to select your event venue
Time and Money
A reputable AV rental provider will have a large range of up-to-date inventory able to fill any need and meet a variety of compatibility requirements. They should also have comprehensive tech checklist and take a questions-based approach to your event. If they are thinking ahead and planning properly, then your AV equipment should arrive on time and your event should stay on budget.
Always check references and ratings. If an AV company has a proven track record there should be plenty of customers to verify it. And if they have a proven track record for failure, that will be very evident too.
