Anytime a business presents speakers or a shiny new product, audio-visual equipment is essential. Having the right equipment for your meeting or gathering can make all the difference—by turning a boring event into something fun, exciting, or revolutionary. If you are gearing up to host an event, you have two options for getting your audio-visual needs: rent or own. For most, renting is a no-brainer.

If you have opted to rent your AV equipment, follow these five tips to ensure your event goes off without a hitch:

1. Determine Where You Will Rent

If you are hosting your event at another venue, you might be required to use in-house audio and visual equipment. Alternatively, you may be required to rent the equipment from a company they have booked. If this is the case, you really do not need to go hunting for a rental company.

However, if you can choose your own company you will need to find an AV rental company on your own. You can ask for referrals from the venue, friends, or co-works. You could also do the leg work yourself, and find a company you trust.

If you do not want to use in-house equipment or a company the venue provides, talk to the venue and see whether you can get another company to do it. Often times, venues will remove this aspect from the contract for a nominal fee.

2. Be Upfront With Your Budget

It is important that you set your budget and stick to it. Unfortunately, that can be difficult with AV personnel recommending the newest gadgets or additional equipment. So before you begin shopping for your equipment, be sure to tell the employee what your budget is.

If you are scared that you may go over budget, tell the project manager that you would like to sign some paperwork that states the final bill will not exceed your budget or agreed upon price—at least not without prior authorization.

3. Be Reasonable

Rental companies often showcase the newest, latest, and greatest in the technology field. Although it may be enticing to rent iPads for everyone visiting, it can get pricey—very quickly. Be reasonable and make sacrifices if needed. If you really do want a newer technology at your event, swap out something else that is on the lower end of the spectrum. You'll save money, stay within budget, and still wow everyone.

4. Utilize Savings

There is a lot of way you can save on your overall cost of audio-visual equipment. If your event date isn't set in stone, consider renting the equipment on a slow day—which will usually yield significant savings. You could also schedule and rent in advance, which will save you cash. Finally, do not forget to negotiate.

5. Determine Who is Responsible for Setup and Breakdown

Finally, make sure you get in writing who will be responsible for setting up the equipment and breaking it down. If possible, try to get the company to set the equipment up for you. After all, you do not want to break something and be held financially responsible for it. If the company doesn't include this, it is may worth asking if they will do it for you for an additional fee.

Planning for a big event can be tricky and frustrating. Use these five tips to ensure your event goes smoothly—and stays within budget. To learn more, contact a company like Center Stage AV AV Rentals with any questions you have.

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