5 Ways To Save Money When Renting AV Equipment

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Galina Drankovich

Head of HR at Rent For Event

Galina Drankovich

Head of HR at Rent For Event

We offer audio visual rental, event support, and full AV production at Rent For Event, and we provide these services across the country. Our aim is to support businesses or event planners in having the best events possible. To assist with it, only cutting edge solutions are used by our qualified team.

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May 24, 2019
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Renting A/V equipment can sometimes feel like a daunting and even expensive endeavor to take on. There is so much different equipment you can use for your event or party and some of the items cost more than what you may have anticipated. You’re not alone, we want to help you get a better idea of how you can save money while renting A/V equipment. Below are 5 ways you can effectively and simply reduce your costs associated with renting equipment.

1. Ask for a discount based on how many days you will be renting the equipment

Sometimes discounts are offered on equipment that is rented for a longer period of time or a shorter period of time. For example, if the A/V company you are considering offers a discount for renting equipment for a shorter amount of time like 2 days, ask if you can get an additional discount for renting the equipment for just 1 day. The key is to negotiate on price in a way where you can save money and the company can still make a profit working with you, it’s a win/win.

2. Ask about equipment reductions and substitutions to meet your budget

Sometimes you don’t need a mega speaker system or super high-level projector for your event or party depending on your unique needs and what you will be doing. If you observe that the equipment you are considering renting may have more functionality than you actually need, consider asking the A/V company to substitute that equipment with something else. The same applies if you are considering equipment that you may not need at all, in that case, it would be best to ask if that can be reduced or removed altogether from your budget. Focus on prioritizing needs over wants in order to keep your budget manageable.

3. Use a local A/V company

When it comes to choosing an A/V company, a topic we’ve covered more in-depth before, choosing a bigger and more established company is often not only more expensive but also less effective for ensuring you have a quality experience since your budget will be super small compared to the companies the bigger A/V firms work with. In order to avoid this high cost, low attention dilemma, be sure to use a local company. For example, if you are in US or Southern California we may be a great fit depending on your needs. The key is to research and pick a local company that bests aligns with your needs and what you’re looking for.

4. Ask the company to comp some items if your meeting spend is significant

If your meetings and planning with the A/V company you choose ends up being highly expensive or much more than what you anticipated, try asking if they can comp some of the more basic equipment you will be renting. Offer them a strong review or testimonial in return so the risk is low for them and there is a reward while you also save money just by asking. Whether or not this makes sense depends on how much you are paying for meetings and planning and how easy it is for the A/V equipment to comp you with some equipment during your rental period.

5. Go thoroughly through all the budgeted items you will be renting to ensure alignment

Before you sign the dotted line, be sure to thoroughly review every single line item on your budget. Ask for more information on anything you don’t understand, ask questions if you are not sure you agree about the cost for something and make sure you understand everything you are paying for. By doing this, you ensure that you are optimizing for needs over wants and are keeping your budget under control through careful attention to detail which will save you money and time in the long run.

Following these 5 methods will ensure you get the best deal you can when renting A/V equipment. Next time you rent equipment, whether it’s for a party or event you are throwing, try giving these 5 methods a try and see how much you save!