Checklist for Event Planning: Equipment Rental and Setup

When planning for an event, everything matters! Perhaps one of the most important aspects to consider in the planning of an event is the equipment you will use to bring it all together. The correct equipment, from PA system hire to the lighting and staging, can make or break any event. Here is a complete checklist concentrating on these factors to ensure the success of your event. Here at Sydney Audio Visual Specialists, we can help you with all things equipment. However, to ensure that you stay on top of everything, ensure that you consider the following:

1. Establish Event Goals and Objectives

Begin by describing the event’s purpose and expected outcomes. This can help you make decisions throughout the planning phase, including the type of equipment you’ll need to hire.

2. Create a budget for hiring equipment.

Determine the event’s financial resources and allocate a considerable percentage to equipment hire. Costs for PA systems, lighting, staging, AV equipment and any other technical equipment required for your event should be included.

3. Identify Required Equipment

Determine the equipment you’ll require based on the nature of your event. This could include everything from public address and music systems to projectors and displays for presentations and lighting equipment for ambience and visibility.

4. Arrange for equipment delivery and setup.

Schedule delivery and setup with the equipment rental company. Make sure this is done far ahead of time to allow for any tweaks or difficulties.

5. Equipment Operation Plan

If the equipment necessitates specialised knowledge to operate, make sure you have someone on your team who can handle it. You may also need to hire a professional from an AV equipment rental business to operate the equipment during the event.

6. Create a Backup Strategy

Because technical problems can occur, it is critical to have a backup plan. This could include renting backup equipment or keeping a professional on standby to promptly repair any faults.

7. Hold a Rehearsal

If possible, practise using the hired equipment. This gives you the opportunity to become acquainted with the equipment, test its performance and make any necessary adjustments before the event.

8. Coordinate Equipment Breakdown and Return

Ensure that the equipment is properly broken down and prepared for return after the event. Coordination with the hiring company for equipment pickup or return as agreed on.

9. Review and Learn for Future Events

Examine the effectiveness of the hired equipment and the service provided by the hire supplier after the event. Make informed decisions about future events with this information.

You can ensure that your event runs smoothly and professionally by focusing on equipment rental and setup. Remember that the quality and dependability of the equipment typically determines the success of an event, so it’s worth investing time and resources to get this aspect correct. 

Here at Sydney AV, we have extensive experience working across many different types of events to ensure that they all go off without a hitch. If you’re running an event, give us a call and we can put together a package for you to ensure that your event runs smoothly.