5 Tips On Renting Audio Visual Equipment For Your Next Event

Are you scouting for the best audio equipment rental? The massive options in the market can be overwhelming. But if you know what to look for, you can get the best deals for your next event.

Always remember that sound quality is paramount, regardless of the type of event you’re hosting. Whether it’s a conference, meeting, wedding, or other celebration, the quality of your equipment will make all the difference.

This is why we recommend that you read through this guide first before booking your rental. Check our tips below, so you’ll be more informed in choosing the right equipment and provider.

How to choose the right audio visual equipment for events

If you’re at a loss on what audio equipment to get, our points below can be a big help. See what you should consider before booking:

1.    Check what you really need

The first thing you should do is assess the audio visual requirements for events you’re hosting. Many of us fall prey to the idea of fancy equipment. In the end, we realize that it’s not really important. We’ve wasted money without getting the equipment the event actually needs.

For a more guided selection, you should consider your venue size, type of event, and crowd size. From there, you’ll have an idea about the scale of audio setup your event requires.

For example, if you’re hosting a large conference, you definitely need full audio visual services for events. This includes setting up multiple speakers, mixers, controllers, amplifiers, and so on.

On the other hand, if you’re holding a small seminar or private meeting, a standard PA system might be enough. Again, it’s important to match your choice of equipment to the actual needs of your event.

2.    Talk to an expert

The truth is that audiovisual equipment can be tricky, especially if you haven’t rented one before. Aside from speakers, you may also need projectors, lighting, staging, and so on. And let’s be honest, a single person can’t handle all of it.

This is why you need to consult with a visual and audio rental expert. This person can assess your event venue and event needs to identify what equipment you need to rent.

Aside from that, you can also contact an AV company. This way, you’ll have a one-stop provider for all your event’s audiovisual needs. They can help choose the equipment for you, set it up, operate it, and tear it down after the event. It’s hassle-free and you’ll have peace of mind knowing that experts are handling your AV department.

Overall, talking to an AV expert will save you from potentially expensive guesswork. It’s also a wise move if you’re planning a highly publicized event.

3.    Shop around for options

Here’s one trick every newbie event planner should know: never settle for the first rental you’ll find. Shop around for options and ask for quotes from different providers. That way, you can compare your options and book the one that gives the best value for money.

Also, you should do this if you need audio visual services for special events. For example, if you’re hosting a unique sporting event, you can’t just book a standard AV rental. You need a custom setup that matches the nature of your event.

Overall, experienced AV providers will give you a free quote with no obligation to sign up with them right away. Also, they can even match the first quote you got from another company, allowing you to save more money.

4.    Allocate a reasonable budget

Another thing that you have to think about is your budget for audiovisual rentals. It’s important to set aside a reasonable amount, so you can get quality equipment that meets your needs.

One mistake that event planners do is to skimp on their event’s audiovisual elements. In the end, events suffer and the guests get a negative experience. Just imagine having failing speakers in the middle of an important speech. It doesn’t paint a good picture of your event.

This is why you shouldn’t go for the cheapest rental you’ll find. It often means that the equipment is in the lower range, which may not be good enough for large-scale events.

Still, you don’t want to overspend either. You just need to strike a balance between quality and price. After all, you still have to dedicate a budget for other elements of your event like the venue, security, etc.

5.    Book your rentals early

You should try to book your AV rentals as early as you possibly can. This way, you can secure the best options from your preferred audiovisual provider. Aside from that, it will allow you to take advantage of lower prices.

Aside from that, booking early guarantees the availability of your needed equipment. It will be one problem off your lion’s share of tasks to think about.

Still, you should also follow up about your booking at least two weeks before your event. Reminding the AV company of your booked rental from months ago won’t hurt. It will also give you enough time to find a backup in case the company cancels on you.

Mistakes you should avoid

Mistakes happen in event planning, but there are many ways to prevent them. The same goes when you’re renting AV equipment for your upcoming event.

So to help you out, here are the most common mistakes event planner commit. Read on and see how you can avoid it on your own team:

1.   Neglecting to test the equipment before the event

Don’t trust an AV company when they say that their equipment is the best. Test it and see for yourself.

You can also ask for a demo to have a firsthand experience of the equipment’s quality. If it’s an audio rental, make sure that you perform a sound check before the event. Meanwhile, if it’s visual equipment, you need to perform a quick test run of what you want to show.

This way, you can spot problems before they ruin your event. It will also give you and the technicians the time to adjust or change anything.

2.   Failing to communicate your event’s specific needs

Although AV experts have the skills and equipment for your event, you still need to tell them what you want. Don’t hesitate to communicate your vision for the event. From there, they can design everything, from picking the right equipment to executing the entire production.

Also, make sure that the AV provider is well aware of your venue and has visited it at least once. Aside from that, you should tell them of any limitations of the venue and the entire flow of your program.

3.   Underestimating the importance of audio quality

AV equipment isn’t a set-it-then-forget task. You have to ensure that you’re getting the best output quality from every piece of equipment. For one, this is extremely crucial when it comes to your event’s audio.

Some event planners tend to focus on the visuals and forget that they also need to check the sound aspect. In the end, the guests suffer from poor sound coverage, cracking speakers, and annoying feedback. This will cause your guests to get frustrated and eventually leave the venue early.

4.   Overlooking backup options

When it comes to event planning, you always need a backup for everything. Some elements of hosting an event can be unpredictable, even the reliability of your AV equipment.

When renting, you should always ask for a backup in case technical issues occur. It can be extra microphones, another set of speakers, and so on. This will be your safety net, especially for large events where you can’t afford to have technical glitches.

5.   Neglecting proper setup and operation

Lastly, it’s important to dedicate time and effort to setting up your AV rentals. If you don’t have the time for this, you should consider hiring an on-site tech team. This will give you peace of mind and free up your time for other aspects of your event.

The same goes for the operation of your equipment rentals. You have to assign the right people who have the skills in handling the setup. This will save you from the stress and potential complications that may arise due to negligent AV management.


Your event’s audiovisual elements will create a massive impact on your guests. It’s important to pick the right equipment and hire the right people to operate it for you. This way, you can avoid problems and you can give all the attendees an excellent experience.

Above all, you’ll make a good impression on your brand or reputation. This will help you attract more guests to your upcoming events in and out of Los Angeles.


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Hello, I'm Jennifer. I am an SEO content writer with 5 years of experience. I am knowledgeable in working across various niches. My expertise spans creating tailored content strategies, understanding audience needs, and ensuring top search engine rankings. My diverse experience has equipped me with the versatility to tackle various content challenges effectively.

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