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The best contacts and resources to help you get it done

Work with booth rentals for an effective trade show exhibit

Trade show booths come in an array of shapes and sizes. The variety of styles allows you to be creative with the layout, signage, and accessories. Interactive kiosks can be a unique alternative to traditional booths. When planning, remember that the right exhibit can send a message to visitors about your company and its products.

I recommend: What could be easier when working with rental equipment for trade shows than one-stop shopping. See the folks at Custom Rentals for all of your equipment and accessory needs. Trust the experts at Professional Exhibits & Graphics for rental equipment. They also provide event planning based on their experience in the equipment rental business. For a unique exhibit experience, rent a kiosk from Thompson Kerr. It offers interactive and self-running models.

Highlight your company's products with computer equipment rental

People are highly visual, so there are several technology solutions to show off your business's technology products. Use a large video display wall to draw people into your exhibit or computers to let them sit and explore the product. Plan for computers as part of your presentation equipment rental if appropriate.

I recommend: Check with Rush Computer Rentals for laptops, PCs and networks. Its huge inventory and strategic warehouse locations mean quick problem solving. Let Rentsys handle your event's technology needs. It specializes in technology for exhibits and presentations and currently provide on-site technology support at more than 150 trade shows annually.

Make a booth rental contract work for you

Trade shows have strict regulations about working in the exhibit hall and tight deadlines for set up and tear down. Negotiate booth and equipment set up and take down as part of your booth rental agreement. Your contract should spell out all the rental services your company has requested.

I recommend: In addition to trade show display rental, both Nomadic Displays and American Image Displays offer set up and take down services, creative services and much more.

Helpful advice for making the most of this Guide

• •  Working with rental equipment for events includes looking for a cost-effective solution. Compare rental costs to the costs of purchasing all or some of the equipment.
• •  If your rental experience is good, negotiate a long-term booth rental agreement. It will make trade show management easier, and less expensive.
• •  Add atmosphere to your exhibit with carpeting, furniture and plants. The right 'feel' will invite attendees in. You can make these accessories part of your booth rental agreement.

Guide to Rental Equipment for Events

How business equipment rental can save your presentation or event.

By Shannon Ambroson, Writer

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

Contact various presentation equipment rental companies

Ask for information about services, prices and availability of everything you'll need for your presentation. Equipment rental such computers, PDAs and other electronics may be in high demand in your area, so reserving what you need ahead of time will save you from scrambling later.

I recommend: Check out companies in your area to reserve furniture such as tables and chairs, desks other necessities for your meeting. Equipment rentals such as touchscreen LCD monitors and PDAs show your clients that you are on top of the latest in technology, and you don't have to pay for the upkeep and updating of constantly changing products.

Use rental equipment for events requiring sound and video

Meetings of any size require two main components: being able to see and hear the presentation clearly. By working with business rental equipment services, you ensure anything you need, from PA systems to podiums, is available to you on the dates you specify.

I recommend: Services such as Meeting in a Box offer package options for small or large audiences, giving you everything you need to complete your presentation. Also consider electronic copyboards, which allow you to save any handwritten meeting notes to print and distribute them when the presentation is complete. On the other hand, if you prefer a more traditional approach, look for screens and other presentation equipment -- rental options allow a variety of high-tech and low-tech pieces.

Make your business shine at a trade show with booth rentals

At a trade show you want to announce that your business is the best around--and you can do that with the help of trade show display rental companies that offer everything from carpet and furniture to design and electrical services. These presentations are highly visual and usually centered in areas with many people browsing leisurely.

I recommend: Ask representatives from the business equipment rental companies about banner stands, sign holders and other graphics displays to show your logo and company message. You need people to stop and notice you. Consider complete display kits to incorporate your booth, sign and media inputs. Kiosks, counters, merchandise holders and literature racks are also staples of great trade show presentations.

Create a plan and complete a contract or booth rental agreement

Finish any planning, considering everything you may need to create the look and feel you're after. Consider lighting, flooring, seating and other aesthetics such as plants or vases to create a comfortable atmosphere.

I recommend: Order a customized setup for your trade show or booth presentation if you can't find what you need with individual pieces. Once you have considered and ordered all equipment, rental business representatives may require you to sign a contract committing to the dates and prices you discussed. Professional contracts help both you and the company spell out the terms and conditions -- read this carefully and ask any questions before you sign to make sure the transaction runs smoothly for all.

Helpful advice for making the most of this Guide

• •  Rent equipment for events to save money and storage space, but buy anything that you will use on a daily basis. Rental can be expensive if you use it too often, so consider buying a podium or projection screen if you use it daily or weekly.
• •  Return or set up a pickup for event equipment; rental agreements include a timely delivery and return of all items. If you communicate well with the company and offer easy partnership, you will develop a long term relationship that will make your life in business much easier.

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Cover more ground with a national equipment rental business

If your business attends several trade shows or sponsors several business events each year, it might be best to find a company with national outlets for your booth rentals. That way you'll have equipment regardless of where the meeting or show is held. Most can supply the booth hardware, carpeting, banners and other accessories.

I recommend: For trade shows across the country, check out Meeting Tomorrow. Its video walls, touchscreen monitors and other advanced technology equipment will impress attendees. CustomRentals.com offers several booth configurations and sizes. Let it help you make the most of your trade show display rental with graphics, furnishings and accessories. For smaller meetings and company retreats, go with AVI-SPL. It'll send Meeting in a Box directly to you at the meeting site or in the office for practice.

Wow potential clients and customers with a computer equipment rental

Make the most of your opportunities at major events with dramatic and memorable presentations. Whether presenting in meeting sessions or in the booth, get the most out of your presentation with LCD projectors, monitors and microphones. If it fits your presentation style, add lighting and sound equipment effects to a 'big bang.'

I recommend: Trust the presentation experts at Displays2Go for the equipment you need for your presentation. It can provide a variety of equipment setups and technical advice. If you have a really big or important presentation,look into contracting with AVFX. It provides plasma and flat-panel screens, projection and audio. Use the experts at Performance Audio & Lighting to get the most out of specially staged presentations.

Include furniture in your company's rental equipment for events

To make the most of trade shows and company meetings, don't forget furniture for your booth or meeting room. Attendees who have walked the show floor all day, or for several days, will gravitate to your booth if the furniture is comfortable and the layout inviting. And, you can make a big impact on special presentations with the 'right' meeting room furniture.

I recommend: Get the "right" furniture for your exhibit space from the folks at American Furniture Rental. They can estimate your furniture needs and recommend styles based on the size of the space. Check the "Events" link at Chameleon Chair for a wide array of furniture styles and accessories. It can "do" the meeting room from professional to sublime.

Helpful advice for making the most of this Guide

• •  Make the most of your booth rental agreement by reading it carefully before you sign. Make sure it stipulates set up and pickup as part of the agreement. If the equipment is not moved within tight deadlines, your company could be fined or banned from future shows.

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Space planning

In order to know how all of their rentals will fit into an event space, many professionals use space planning. This is the technique of taking precise floor plans with specific parameters to lay out where to put everything at an event to ensure it is set up efficiently.

I recommend: Cort Event Furnishings discusses space planning, along with its specially designed space planning tool.

Labor partner

When you need to put on a large-scale corporate event such as a convention, it may benefit you to hire a labor partner to work with all of your rental equipment. Labor partners provide a labor crew to go in and set up your event for you.

I recommend: Take a look at Nomadic Display. It discusses how a labor partner can help you get your next event rental equipment set up fast and efficiently.

Banner stands

Banner stands are event equipment that hold your signs and banners. Banner stands are easy to set up, tear down and transport.

I recommend: To learn more about banner stands, check out Thompson/Kerr Displays.

Audiovisual rentals

Using audiovisual rentals is a great way to communicate with your audience at a corporate event. Audiovisual rentals cover all your presentation needs, including speakers, projection screens, kiosks, microphones and flat-panel displays.

I recommend: To learn more about audiovisual rentals, check out ICC Rents.

Pipe and drape

Pipe and drape is a simple metal frame with thick fabric draped over it to separate areas of your event in order to keep people out of certain areas or to hide unsightly areas from your event guests.

I recommend: Event Solutions explains what pipe and drape is.

Table skirts

Whether you are providing booths at an exhibit, dining tables for an event, or you just want to spruce up your registration table, table skirts can give your event a polished look. Table skirts are consistent with the color of the table cloth and attach to the edges of the tables to cover the table legs.

I recommend: In its extensive event equipment rental glossary, Grand Event Rentals gives the definition of a table skirt.