Things to Consider before Choosing AV Rental Equipment

by Chad DeLisle

June 5, 2019 | 12:00 am

Planning a big event? If so, odds are pretty good you’re going to need some AV equipment. Any conference, corporate meeting, or special engagement will almost certainly require some video setup to either entertain or inform the attendees. There are a lot of options when it comes to audio visual equipment rentals in Houston, TX, so here are a few things you should keep in mind.

TheaterCheck the Venue

This seems like a no-brainer, but it’s amazing how often event organizers rent equipment before discovering there’s AV equipment onsite. Before you make any other phone calls, find out from the venue managers if they already have equipment. If so, you’ll want to make sure it’s appropriate for the event you’re holding. While you can save some money, if their AV equipment is out of date or inferior, you’re still probably better renting from an AV rental company.

Determine Your Audio/Visual Needs

What is the size of the venue? How many attendees are you anticipating? Do you plan to have live music, and if so, what will the musicians require? Once you have a good idea of the speakers, entertainers, and sound requirements, you’ll be better positioned to speak with the rental companies about what you’ll need to pull off the event. Keep in mind other possibilities such as the need for microphones and audio or video recorders.

Look for Expertise

You never know what kinds of skills you’ll uncover among members of an organization until you ask. Send a shoutout to your co-workers or whomever else you’re working with to see if anyone happens to be an expert in AV setups. Any advice from a person who knows first-hand the challenges of producing a multi-media event can be a tremendous asset. Perhaps they already have a rental company in mind. Regardless, you’ll want to check out a few companies before choosing. Approach them with your list of requirements and a budget in mind, then see which one offers the best deal. Internet resources such as Yelp and LinkedIn can also be valuable resources for finding audio visual companies in Houston, TX.

Black ScreenEnter Negotiations

Before renting the equipment, see what other deals the AV rental company might be able to offer. It’s not uncommon for rental companies to have packages already set up that not only fit the needs for your event, but have additional components you can add that will spice up your event even further. Also, if you know you’re going to be producing similar events in the future, discuss with them the possibility of signing a multi-event deal or even a multi-year contract. You won’t know what they’ll have available unless you ask.

Start Early

When planning your event, the last thing you want to do is wait until the last minute. By starting early you can guarantee you’ll have exactly the right equipment when you need it. This will save you from ever having to search Houston desperately looking for that one thing you need to complete your AV package.

If you’re ready to start your search for premium AV equipment, contact the experts at AV2GO. They can help you find just the right package for your special event. Call today!