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How to Save on AV Equipment Rentals
A good AV equipment rental company can help you meet your trade show, seminar, presentation and marketing event needs without breaking your budget. The rental company should be able to offer you the equipment you require at an affordable price, with service that is dependable and timely.
How to save money with rentals
- The most important thing is to choose the right audiovisual equipment rental company for your event. Look for companies operating in your city and shortlist a handful of them. Approach these companies with your requirements and ask for quotes. This is a great way to pinpoint the best deals and services so that you get what you need while staying well within your budget.
- Spend time carefully examining your audiovisual equipment needs. Ensure that you do not rent an item that your business already owns. Don’t forget to check beforehand that all items you are renting are compatible with the ones you own.
- Don’t go in for package deals until you are absolutely certain you need all the items in the package for the event in question. For instance, you may already own a projector but now need a sound system – rent only the sound system though the rental company may offer an appealing AV equipment rental package that combines the two. However irresistible the package, you will still be paying for the projector as well.
- If your audiovisual rental duration extends to several weeks or months, ask for a discount. Also ensure that your business events are clubbed together as much as possible to take advantage of the extended rental period and accompanying discount.
- Don’t book audiovisual equipment orders at the last moment. Rental companies generally have higher rates for orders placed at the last minute compared to those booked in advance. Find out the cut-off order placement time. If you place orders after this, not only are you charged a higher rate, but it is also quite possible that the rental company cannot immediately source the specialized equipment you require.
Should you rent or purchase AV equipment?
Ascertaining which items to rent and which to buy can actually result in huge cost savings for your business. The audiovisual equipment you need to purchase depends on the frequency of the requirement. When you start renting equipment, it is a wise idea to tabulate entries on a spreadsheet listing the items, frequency and duration of the rentals and costs associated with each. Review the usage every quarter.
Your business may have almost paid the cost of the purchase of an item in the space of several months. In this case, you obviously need to re-examine the advantages of purchasing that item as opposed to continuing the rental arrangement. Of course, the item should have a similar regular usage pattern in the future for the purchase to be worthwhile. You can further save money by negotiating with the AV equipment rentalcompany to purchase the equipment you have rented, at a reduced cost.
About the Author
For information on renting a projector or to rent av equipment, contact an IT professional at Vernon Computer Source