AV Equipment Rental Decoded: A Comprehensive Guide with Estimated Costs

Why AV Equipment Rental is Better Than Buying - [Top 8 Benefits & Estimated Cost]

AV Equipment Rental

It’s crucial to serve a unique and ever-lasting impression to guests in the AV industry. This can be achieved by using AV equipment rental services. But what matters the most is the quality of the equipment that you hire on a rental basis. From light to sound a good AV setup can make an outstanding impression on your guests which is good for your growth and success.

In this blog, we shall be discussing various factors about hiring AV equipment on rent. Renting AV equipment is beneficial for people who’re not so frequent users of these equipment. Apparently, renting is a much better and cheaper option than purchasing. To know more about how to utilize AV rental equipment keep reading this blog.

Key Takeaways

  • Get an overview of what services av equipment rental companies offer.
  • Learn importance of lighting equipment in setting the right mood and enhancing visibility.
  • Advantage of choosing AV rentals over high priced audio visual equipment. 
  • Understand The factors that impact of AV equipment cost.

What are the AV equipment rental services?

Businesses that provide AV equipment rental services do not charge so much higher costs as compared to other businesses. They offer you each and every type of equipment as per your requirements. Be it meetings, conferences, seminars or any type of other events these services providers would provide you a 360-degree solution in terms of AV equipment on a temporary basis. While you rent these equipment, you’d be actually saving a lot of money as you won’t have to be stressed about operations and buying each and everything which is required. 

You may find a wide range of options from AV equipment rental services, and it may include microphones, speakers, lighting fixtures, staging, projectors, screens, and special effects equipment. There are various types of equipment that’s available in the market as per your specific needs. But, how to make a wise decision to rent equipment which are 100% suitable to your requirements at one go:

Audio Equipment Rental

Audio and Sound acts as the backbone of any event and a clear audio output for any presentation or performance makes the desired goal achievable. The type of communication you intended to send to your viewers would be successful. To let that happen you must be aware of what comes in the category of audio equipment that you can rent. So the list include microphones for audio input and recording, headphones for monitoring, speakers for output and monitoring, different types of mic holders to ensure the right placing of the microphones to provide input according to the polarity of mics used. Now that you’re aware of which equipment is involved in audio systems you can make an informed decision by analyzing your requirements.

Video Equipment Rental

To ensure high quality visuals and create engaging presentations Audio visual equipment rental service providers offer a wide range of video equipment which include projectors, LED walls, and screens. These are state-of-the-art products available in the market and you’ll be surprised to see that by renting you’ll be able to generate your revenue without spending too much.

Lighting Equipment Rental

Lighting is important to set the ambience of your event. It’s important to create an outstanding aura in your events as light always increases the visibility and also sets the mood. This equipment includes lighting systems, spotlights, up light, and decorative lights.

Backline Rental

If you have performers in your event, then the usage for backline equipment becomes inevitable. This equipment includes amplifiers, instruments, and other stuff which is not easy to handle by individuals. These products ensure that performers receive a comfortable environment on the stage.

Staging, Rooftops, and Crowd Control

Staging solutions are also counted when it comes to av equipment rental. Staging acts as an important factor in any event. It holds the focal point and attention seeking aura which leads to engagement of audiences.

Special Effects Equipment

It is good to have additional elements which make your event aesthetically pleasing. Some of this equipment are fog machines to create artificial fog on stage, light and sound sync machines, and other props.

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What Are the Benefits of Renting AV Equipment?

There are multiple benefits that event organizers can avail by hiring AV equipment on a rental basis. Renting av equipment usually comes with numerous benefits for event organizers. Mentioned below are some benefits of renting AV equipment:

  1. Cost-Effective Solution: You simply just have to pay a rent against the services you’ve taken from any AV rental equipment service provider. You don’t have to purchase anything in case you have different needs in your events every time. This way you can save a lot of money and get access to all types of AV equipment as and when required.

  2. Flexibility and Scalability: Suppose, after hiring the AV rental equipment you feel like you need some add ons and changes in the current setup you can always use the flexibility and scalability of this option by contacting the service providers and requesting them for last minute changes. This can either be chargeable or at no cost at all depending upon your requests.

  3. Variety of options: There are always multiple options out of which you can choose according to your requirement.

  4. Up-to-date equipment: AV equipment rental service providers always stay ahead of their competitors and keep updating their equipment. That’s how you always get the latest equipment available in the market.

  5. Timesaving: Apparently, it is a time saving option as you really don’t have to worry about the delivery of equipment, operating the equipment, setting up the console and all the tasks associated with it. Hence, you save a lot of time and energy and can easily focus on execution of the event.

  6. Testing and Trial Periods: It provides a chance to test and differentiate between brands and models before you finally make a purchase for long-term usage.

  7. Environmental Sustainability: By renting av equipment, we are somehow contributing towards the promotion of environmental sustainability and also reducing the electronic waste.

  8. Hassle-Free Maintenance: Obviously, as a service receiver you don’t have to worry about the maintenance or repair of the products. Any issues during the rental period would be taken care of by the service provider company.

What Are the Factors That Impact Audio Visual Equipment Rental Cost?

The very next question that arises is how much it actually costs to rent audio visual equipment. Well, this section will help you analyze the cost of AV rental equipment. Here, we will share a few factors that you need to consider before opting for an Audio visual equipment rental company.

  • Size of the Event

A big factor in determining the AV equipment rental cost is the size of the event you are hosting. The simple reason is that big events require larger screens and high-quality speakers. Another reason could be because it’s a large event chances are your event space will also be huge, which can hamper the listening and viewing experience. To conquer this issue, better quality AV equipment is required, which usually costs more than usual. 

  • The Brand You Are Opting

Similar to the apparel industry, you should expect to pay more for higher-end brands and better-quality clothing. The audio visual equipment rental is also subject to this. You cannot expect the quality of Sony speakers from a local brand of speaker. Sony and other major companies have that reputation for a reason.

  • Labor Cost

The cost of labor varies depending on where you live. But it’s crucial to keep in mind that not everyone is capable of setting up an AV system for your event. Because it’s a highly technical activity, labor costs are considerable. Once again, labor costs vary depending on the scale of the event. The range is flexible and might be between $50 and $100 per hour.

  • Age of the Audio Visual Equipment 

The equipment’s age is an important consideration since older equipment will clearly have more wear and tear and a higher likelihood of malfunction. Make careful when going for audiovisual equipment rental, you can ensure a hassle-free occasion in this way.

  • Follow The 10% Rule

This method of analyzing the cost of renting audio visual equipment is by far the best. The guideline states that an audiovisual equipment is a wonderful deal if it is supplied to you at 10% of its original cost. Recall that this isn’t always the case—you might occasionally receive a bigger percentage or a lower percentage than 10%. 

  • Cost of Living in the Area

Another factor that highly contributes to the AV rental cost is the local cost of living. For e.g.: if you are hosting a event in a small city then chances the cost will be more pocket friendly as compared to big cities.


AV professionals can really help themselves by opting to rent AV equipment from rental service providers. These equipment include Audio and video equipment like microphones, speakers, screens, projectors, Wall LED, etc. Apart from these there are backline, staging, and special effects equipment also which comes into the picture as per the requirement but are also available to rent.

To create a seamless experience not only for your audience but also for you as a host and event organizer renting can make it a really quick and hassle-free task for you.

Want to learn more about XTEN-AV? Visit our website today. We’d be happy to answer any of your questions.


Audiovisual equipment rental services offer flexible rental periods, including single-day rentals, allowing you to meet your specific event requirements.

Experienced audio visual equipment rental service providers can offer guidance and recommendations based on your event type, venue size, audience capacity, and specific requirements.

Yes, most av equipment rental services provide setup assistance and technical support.

Absolutely! AV rental services offer customizable packages, allowing you to select the specific equipment and accessories that you require for your event.

Transparent audio video equipment rental companies will provide a clear breakdown of costs upfront, including rental fees, delivery charges, and any additional services or accessories requested.

Sahil Dhingra
Sahil Dhingra
A software developer, business analyst & people’s manager, Sahil Dhingra has over 10 years of experience working for tech giants such as Apple, HP, and Cisco. With his deep understanding of the Software Development Life Cycle, Sahil strives to expand the horizon for SaaS-based products for AV professionals while also implementing the latest technologies such as AI, ML, VR, and Blockchain.

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