What Are the 6 Factors That Impact AV Equipment Rental Cost?

What Are the 6 Factors That Impact AV Equipment Rental Rates?

AV Equipment Rental Cost

Renting AV equipment is always better than purchasing it. As they say, why buy when you can rent? To understand this better it’s important to know what is considered as AV equipment and what is not. There’s a huge list that’s counted in AV equipment for different needs and requirements. For all types of events there are different requirements every time where you might need audio setups, visual apparatus, backline equipment and various other categories of AV equipment. To solve this crisis and avail everything as and when required you can easily get in touch with rental AV equipment service providers at cheaper cost. In this blog, we’re going to talk about 6 best tricks using which you can rent the best AV equipment.

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How to determine AV equipment rental rates?

Renting AV equipment is much convenient and better if you are still far away from a long-term investment. But, how to determine the right price for AV equipment. First of all, start by figuring out the type of setup that you would need for your events. This can be done by consulting your team and other consultants. Once you’ve got an idea about what equipment would be required and how you can ensure the best experience using them in your event; now is the time that you request a quote from two or more AV service providers. Apparently, AV equipment rental is a cheap way to make your events better and save time and resources.

But, Stop there! Before you take the first step towards renting you must take care of six major factors that can impact the cost of AV equipment:

Six Factors That Impact AV Equipment Rental Cost

Mentioned below are those six major factors which you can follow to attain the best cost against the rental AV equipment:

The type of equipment you need

First and the foremost thing is to understand the need and requirements of your events. By understanding the nature of your event you’ll be able to list down all those AV equipment that’ll be necessary to have. With this list you can easily request a quote from the AV equipment rental services providers and make a comparison between different cost estimates and select the best suited as per your budget.

The size and complexity of your event

If your event size is large and you’re gonna conduct it at a huge venue, then obviously you’ll need more AV equipment. For example, if your guest list involves 100 people, you’d need more equipment as compared to a guest list of 20 people.

The duration of your rental

If you are renting the AV equipment for a longer period of days, then you’ll find a lower rental rate as compared to hourly and single day usage.

The time of year you rent the equipment

Hiring the AV equipment on rent during the peak season when a lot of events keep on happening would make you experience a higher rental cost.

The rental company you choose

Different rental companies offer different prices for AV equipment. The simplest way is to request a quote from multiple companies in advance and compare the prices. Once compared, select the company that offers a price range according to your budget.

The condition of the rental equipment

It’s crucial to check whether or not the equipment that you’ll be given is in a good condition before you rent it. If you’re facing a tight budget, then you might consider using old and used equipment. If not, then try to go for new products or high-quality equipment as it would help your event go smoothly and won’t leave any challenge to be faced at the last minute.

Some Additional Tips for Saving Money on AV Equipment Rental:

  • Compare rates from several rental companies.
  • Choose a rental company that offers discounts for long-term rentals or for renting multiple pieces of equipment.
  • Rent used AV equipment if the quality is acceptable.
  • Negotiate with the rental company to get a better price.

By following these tips, you can save money on AV equipment rental without sacrificing quality.


The average cost would depend upon the quality of equipment as well as the number of equipment you’re renting according to the space in your venue.

The operations i.e., technical support comes often with the AV equipment to take care of the setup and operate it as per your guidance. But if you already have a team for this you can directly ask the vendor to just drop the equipment and setup at your place and your team can take care of the operations.

While some rental companies offer equipment-only packages, having technical support on-site can be beneficial, especially for complex setups. Consider your team’s expertise and the complexity of the AV requirements before making a decision.

On a chargeable basis you can easily get an extension of rental duration during the event. 

Decent companies are transparent about their charges. However, it’s wise to ask for a cost breakdown to ensure there are no hidden charges.


By considering the 6 major key factors mentioned above in this blog you can easily save money on your next lease of AV equipment. You should be able to cut down the cost without compromising on the quality. Hence, Summarizing the above-mentioned points as a conclusion:

  • Comparing prices from different companies
  • Be on a lookout for discounts and also for long-term rentals.
  • With acceptable quality you can even hire used AV equipment
  • Don’t forget to negotiate with rental company to get a better price.

This blog covers almost everything you should be aware of before renting AV equipment. Hopefully, as a customer to AV rental service providers you will succeed and close really profitable deals.

Also Read: Still confused about renting AV equipment? Read our latest blog to get familiar with AV rental equipment and boost your business 10X!

Vibhav Singh
Vibhav Singh
Vibhav has been in the Professional AV business for over a decade and has worked for leading global manufacturers such as Harman, Biamp and Music Tribe. After spending years in the industry and witnessing a minimal role of software in a hardware- dominated industry, Vibhav seeded the idea of a software platform that would reduce manual effort and exponentially increase productivity by utilizing the latest technologies such as cloud computing, artificial intelligence and machine learning. Having worked in multinational and multidimensional environments Vibhav has an all-round experience in Management, Technology and Sales. Vibhav holds a bachelor’s degree in Engineering and also a CTS certification from AVIXA. He is an avid traveler, a fitness enthusiast and our resident audiophile.

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