Companies renting or leasing products used in meetings, events and conferences.
Purchasing Resources for Rental Equipment For Events
Meeting Tomorrow provides Nationwide Audio Visual Rentals & Production for meetings, conferences, trade shows & more. View AV equipment rentals and services online or call for more information or a custom quote.
Compare Events Price Quotes and Save!
Download Rental Equipment For Events White Papers
Business Guide to Rental Equipment for Events
Using rental equipment for your special events can be a convenient and cost-effective way to meet occasional equipment needs. Companies that rent equipment often have a wide selection in a variety of styles and will work with you if you end up needing additional equipment to accommodate an unexpected increase in attendance. Rental companies can typically handle everything involving the equipment from delivery to pick-up. If you find you are renting a certain type of equipment frequently, however, it may make more sense to purchase your own equipment outright. Using rental equipment for events is only cost-effective if the total cost of renting over time does not exceed the cost of buying and maintaining your own equipment.
Benefits
According to the Hoover’s website, the industrial and commercial equipment rental industry generates approximately $43 billion dollars yearly and includes over 8,000 companies. If you need rental equipment for events, you have a wide range of options available to you. Whether you are hosting a party, tradeshow or business conference, renting your equipment is a cost-effective way to get the items you need.
Price
You will save a lot of money if you choose to rent equipment instead of purchasing it. Most individuals who host events only need rental equipment for a few hours. Depending on the item you rent, you will have to pay either an hourly or daily fee. The fees associated with renting equipment are generally low, and you won’t have to worry about paying to store items after your event is through.
Variety
There are a wide range of items you can obtain from rental services. Whether you want a classy, casual, fun or business-oriented atmosphere, you are sure to find decorative items that match the overall theme and décor of your event. You will not only find tables, chairs and serving items, you’ll also find cooking equipment, audiovisual equipment, tents, tractors and computers at equipment rental companies.
Extensive Inventory
Once you know how many people to expect at your event, you’ll be able to order the appropriate number of items. One great aspect of renting items is that you can get as many items you need, if they are available. If you have already placed an order and happen to need additional items, you can simply call the equipment rental company to request more.
Fewer Hassles
Many equipment rental companies offer delivery services. Company representatives also help individuals to assemble items when needed. When your event is complete, you can arrange for the rental company to pick up the items. The process of renting equipment is generally smooth and easy.
Pitfalls
Rental equipment for events can be very convenient, particularly if you are just starting out in business and need to arrange a special event. However, there are some factors you should consider before renting from an equipment rental company.
Unforeseen Equipment Problems
Because you will not be familiar with the rental equipment or its history, you will not know the exact condition it is in. There is always the possibility that the item will malfunction or break while in your care. If this happens, you may be required to pay for the broken item based on the terms of your rental contract.
Continuous Renting Can Be Costly
If you hold events often and do not have your own equipment, you will discover quickly that frequently renting equipment can be very expensive. Not only do you have to pay for the equipment, but you also have to pay a security deposit to the store owner. If you know that you will host business functions, networking parties or seminars frequently, you should definitely consider investing in your own supplies. If you can’t afford new supplies, purchase them used.
Hefty Late Fees
Most equipment rental companies charge a fee for late returns. If your event runs a few hours later than planned, you may be required to pay for an additional day. If your event falls on a weekend, you may have to pay additional money for every 24 hours that you have the equipment. Always discuss the late-fee terms with the equipment shop owner thoroughly, and try your best to return your equipment on time to avoid these fees.
Not Finding What You Need
There are times when you may not find exactly what you are looking for at an equipment rental store. In such cases, you will have to purchase the item or find someone who you can borrow it from. If the equipment you need is expensive, you may have a difficult time convincing someone to let you borrow it. To avoid this, it is best to purchase equipment that may be difficult to find long before your event.
Pricing
Many business owners use rental equipment for events and business meetings. The Equipment Leasing Association notes that 80 percent of American businesses lease equipment regularly. Also, the equipment rental industry generates approximately $43 billion yearly in revenue. The amount you pay for your rental equipment depends on the particular equipment you want to rent and its functions. Electronic equipment is generally the most expensive to rent; however, there are many companies that offer great prices on electrical and other types of equipment.
Electronic equipment can cost between $35 and $300 per day to rent, and most electronic equipment leasing companies rent computers, projectors, televisions, video cameras and fax machines. Industrial equipment is quite expensive to rent. Heavy-duty machines can cost between $100 and $500 daily. Construction equipment can be expensive to rent as well; you are likely to spend $150 daily on average. There are also many companies that rent musical equipment, and their rental prices generally range between $10 and $75 daily.
Conclusion
Rental equipment for events can be a solution for occasional equipment needs. By using a specialty equipment company, you have a wider selection and more options available to you than if you tried to store a similar selection at your business location. Rental companies provide an array of support services that are designed to make your use of the equipment easy and convenient. Keep in mind, however, that rental equipment can arrive with defects that are difficult to manage at the last minute. Rental companies also charge hefty fees for late returns. You should always remember that frequent renting could end up being more expensive than investing in your own equipment.
Tips & Advice to help you make your decision on Rental Equipment for Events
Are you preparing for an upcoming trade show? Trade shows and other promotional events are a great way to promote your brand, product or service. But if you are going to present a booth at a trade show it's a good idea to make a good impression. Many companies find an affordable solution by working with professional display rental services.
A display rental service can outfit you with pop-up displays of various sizes that can be accessorized with add-ons, as you need them. Many rental providers also offer you the option of purchasing the pop-up displays if you decide you would like to keep them for use at future trade shows. But there are advantages to renting your trade show ... more