With businesses embracing remote work and virtual events, corporate AV rentals are more crucial than ever for any successful event. However, these rental packages can quickly become expensive and strain your company’s budget.
To help you save money on your next rental, we’ve compiled some useful hacks you can use when working with an event AV production company.
Check venue rules early:
Venues frequently push their internal tech teams, but these choices usually carry hefty price increases. External providers can offer identical gear at a fraction of the cost. Reviewing the contract before signing allows room to negotiate or remove outside vendor fees entirely. This simple step keeps the budget under control right from the start.
Bundle gear items together:
Renting pieces separately drives final prices up quickly. Combining microphones, speakers, screens, and lighting into a single package creates better room for discounts. Vendors favor large orders and usually reduce total rates when you secure all equipment from their single warehouse.
Stick to standard tech options:
Choosing the newest, most advanced gadgets on the market drives expenses high. Older, standard gear handles presentations and speeches perfectly well without the premium price tag. Standard equipment also experiences fewer unexpected technical glitches during the presentation.
Clarify labor schedules:
Labor costs can quickly equal the gear rental prices if schedules run long. Precise timing for setup and teardown prevents expensive overtime charges for the crew. Providing the technical team with a detailed, fixed schedule keeps work hours minimal and predictable.
Utilize local technicians:
Bringing a crew from another city adds heavy travel, hotel, and food costs to the final bill. Sourcing local talent removes these extra travel expenses completely. Local workers also possess useful familiarity with regional venues and can handle last-minute adjustments much faster.
Review the final contract details:
Go over every line item on the bill before making a payment. Look out for accidental duplicate charges, extra service fees, or gear you do not actually need. Ask the provider to explain any fee that looks confusing or unnecessary. Removing unwanted items ensures you only pay for tech that serves your presentation goals.
Test everything beforehand:
Rushing to fix technical problems during a live presentation leads to expensive express delivery fees for missing parts. Running a full system check the day before prevents these costly emergencies. Early testing gives the team plenty of time to fix issues using standard, low-cost methods.