Attention party planners and event coordinators: if you are organizing an event, you want to make sure that your AV equipment rental keeps your event on pace. Your AV tech or your DJ should be well qualified and experienced before you put the fate of your event into his or her hands. Audio visual equipment rentals should be painless and easy so long as you know what to ask for.

Determine the extent of your audio equipment rental and visual equipment rental based on the need of your group and the complexity of your production. High end AV rental will affect both your quality and your pricing.

Your DJ gear rental depends on how high-tech you want to make your party. Figure out if music is all you need, or if you want all the bells and whistles, a full service AV company can offer.

To order your AV like a pro:

1. Find out if your venue offers in-house AV.

2. Even if they do, ask for references. You might be better off quality-wise bringing in an outside AV company.

3. Determine your presentation needs.

Action Steps
The best contacts and resources to help you get it done

Avoid the lowest cost audio visual equipment rental

Just because it may be cheaper than the competition, doesn't mean that you will receive the best value for your money. The lowest cost audio visual equipment rental may be cheap for you in regards to price, but they may also cheap along the lines of quality.

I recommend: Instead, try a company that is national for best service at large events. Companies like PSAV or Tallen Technology Rentals offer high quality at fixed prices because they are already in many venues across the country.

Remember to request references for audio visual equipment rentals

Your DJ gear rental may be an easier decision to make, but don't forget to demand quality. Ask your DJ company to provide references, or even better, ask to visit another event they are doing so that you can observe their style and quality. Remember also that your DJ's showmanship and lighting packages are just as important as the audio equipment rental portion of your event.

I recommend: Check out WeDJ.com for great place to start your DJ search. They offer listings by state.

Prepare yourself with the presentations planned

The scale and amount of presentations at your event will determine how much gear you need.

I recommend: If it's a small scale event, choose a microphone and a podium. If you put something to screen, select a projector and a screen. If you plan to use more than one electronic device, consider using a switcher to go back and forth between equipment. Consider your need for a television, DVD players, sound equipment rental, multiple screens and projectors, lavaliere mikes, confidence monitors, cue lights, intricate lighting, audience response technology and/or video conference equipment rental.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Familiarize your presenters with the technology you are utilizing. Make sure that they are comfortable with anything that they are encountering for the first time.
• •  Run a full technical rehearsal prior to your event to work out any unexpected issues.
• •  If you don't have an AV tech in the room for your entire event, make sure that you have that person's cell number or the venue house phone number in case he or she has to rush to fix a faulty piece of equipment. Be prepared because yours wouldn't be the first event that has had a microphone go on the fritz or a sound system start blaring feedback.