Renting Audiovisual Equipment: A Guide to Creating Immersive Event Experiences

Hosting a conference requires customized audio, visuals, lighting, and presentation equipment to deliver the message effectively to the audience. In such a situation, renting audiovisual (AV) equipment can be a cost-effective and efficient way to bring everything together. 

AV rental equipment comes with experienced professional technicians who ensure that everything is installed, tested, and running live. 

Here’s everything you need to know about renting the right audiovisual equipment for your next event, from planning to product selection to designing the perfect experience for your audience.

AV Equipment rentals


Tips on AV rentals

AV rental ensures that your conferences and events benefit from extra touches that offer both quality and performance improvements. The technicians who support AV rentals are highly skilled and knowledgeable in their field.

Keeping your AV supplier in the loop before you select a venue gives the audiovisual specialists the ability to help out with the planning process. Every venue has different room sizes, outlet distribution, window arrangements, rigging grids, light exposure, ceiling heights, and other elements that are taken into account when arranging AV setups. By collaborating early, you can get a more tailored arrangement that meets both the conference and the venue’s needs.

To help grease those mental gears, consider this list of possible audiovisual equipment that can be rented for conference events:

Now that you have an understanding of the equipment available for rent, let’s delve into the various use cases of AV rentals, exploring how these tools can be leveraged to create immersive experiences, facilitate effective communication, and bring your vision to life.

Various Use Cases of AV Rentals

AV rentals offer a wide range of equipment and solutions that can be used in different scenarios to enhance events and create impactful experiences for both presenters and attendees. Here are some specific use cases for popular AV rental equipment:


  • Presentation Display: Projectors can be used to display slideshows, presentations, and visual content on large screens or surfaces, ensuring optimal visibility for the audience.
  • Video Playback and Visual Demonstrations: Projectors enable the projection of videos and visual demonstrations, enhancing the delivery of educational or promotional content.
  • Live Streaming: Projectors can be utilized to project live streams of remote speakers, virtual events, or conferences, allowing participants to engage with remote presenters in real-time.
  • Interactive Displays: Projectors combined with interactive surfaces or whiteboards enable interactive presentations, workshops, or collaborative sessions.

Displays / Video Walls:

  • Exhibitor Booths and Product Showcases: Displays or video walls provide an eye-catching platform for showcasing products, services, or promotional content at trade shows or exhibitions.
  • Live Event Coverage: Large displays or video walls can be set up in event venues to provide live event coverage, ensuring that attendees don’t miss any important moments.
  • Video Conferencing: Large displays or video walls can be used for video conferencing, allowing participants to see and interact with remote speakers or team members.
  • Engaging Social Media Walls: By utilizing displays/video walls, you can curate a visually stunning social media wall that showcases real-time social media posts related to your event. Integrating popular platforms such as Twitter, Instagram, or Facebook, the social media wall displays posts, photos, and videos shared by attendees using event-specific hashtags or tags. This interactive display not only captures attendees’ excitement but also encourages them to actively participate by sharing their experiences on social media. The display becomes a central hub for capturing the buzz and fostering engagement throughout the event.

Video Conferencing Equipment:

  • Remote Presentations: Video conferencing equipment enables remote presenters to deliver their content and interact with the audience in real-time, regardless of their physical location.
  • Virtual Meetings: Video conferencing solutions facilitate virtual meetings, enabling teams or participants from different locations to connect, collaborate, and discuss ideas.
  • Panel Discussions: Video conferencing equipment allows panelists to join discussions remotely, promoting inclusivity and expanding the range of expertise in panel sessions.
  • Q&A Sessions: Video conferencing enables remote participants to engage in Q&A sessions with presenters or panelists, encouraging interactive dialogue and knowledge sharing.
  • Collaborative Workshops: Video conferencing equipment supports interactive workshops where participants can engage in group activities, discussions, and collaborative exercises remotely.
  • Training Sessions: Video conferencing enables trainers to conduct remote training sessions, workshops, or educational programs, reaching a larger audience and saving on travel costs.
  • Cross-Organizational Meetings: Video conferencing bridges the gap between different organizations, allowing seamless communication and collaboration between teams or stakeholders.
  • Investor Presentations: Video conferencing equipment facilitates remote investor presentations, enabling businesses to pitch their ideas or showcase their projects to potential investors.

Microphones and Speakers:

  • Amplifying Presenters: Microphones ensure that presenters’ voices are clear and audible, even in large event spaces, ensuring effective communication with the audience.
  • Audience Engagement: Wireless microphones can be used for interactive sessions, allowing participants to ask questions, share opinions, or engage in discussions.
  • Announcements and Event Updates: Microphones and speakers can be used to make announcements, provide event updates, or deliver important messages to all attendees.
  • Music Playback: Quality speakers are essential for playing background music, sound effects, or live performances during events.
  • Multilingual Events: Microphones can be used in conjunction with simultaneous interpretation services to ensure clear and accurate translations for multilingual audiences.

These are just a few examples of the diverse use cases for AV rental equipment. By leveraging the right AV solutions, event organizers can create immersive experiences, facilitate effective communication, and enhance the overall impact of their events.

Recap: Why Rent Audiovisual Equipment?

Hosting a conference can require a lot of customized audio, visual, lighting, and presentation equipment to deliver the message effectively to the audience. Audiovisual (AV) equipment rental can be a cost-effective and efficient way to bring everything together. Renting AV equipment comes with experienced professional technicians who ensure that everything is installed, tested, and running live. Here is a recap of some of the reasons to rent audiovisual equipment for your event:

  1. AV rental ensures that your conferences and events benefit from extra touches that offer both quality and performance improvements. The technicians supporting AV rentals are highly skilled and experienced in their field, having worked on numerous events each year. Their expertise ensures the success of your event without any technical issues.
  2. Renting AV equipment gives you access to high-quality sound and video without having to invest in expensive items that may not be used often enough to justify your purchase. Rental companies offer a variety of services including technical assistance before, during, and after your event, which ensures everything goes according to plan.
  3. There is a variety of different types of AV equipment that you can rent for your event, such as projectors, screens, microphones, audio equipment, digital signage, vending machines, and more. Your rental company will deliver all necessary equipment to your location, and provide instruction on how to use the equipment.

Ready to Rent?

At, we are dedicated to providing you with the best rental solutions for your event or project. Our experienced rental agents will take the time to understand your specific needs and budget, ensuring that we recommend the most suitable products for you. Whether you require laptops, desktop computers, office equipment, A/V gear, or any other technology, we’ve got you covered.

Tech Travel Agent Randy MooreTech Travel Agent Randy Moore, our dedicated account manager, specializes in developer services and a wide range of rental products. From gaming desktops and laptops to workstations, servers, tablets, audiovisual equipment, office supplies, wireless internet, and event engagement products, Randy has the expertise to guide you through the rental process. If you have any questions or need assistance with your rentals, feel free to contact Randy today at 1-800-736-8772 ext. 225 or simply fill out our fast and easy online quote form.

To get an idea of our pricing estimates, we recommend visiting our PC & AV Rental Pricing Factors page. This page provides valuable information on how our pricing is determined, helping you plan your budget accordingly.

If you require assistance in setting up your trade show booth, convention exhibit, stage, or any other display, our technology travel agents are here to help. With years of experience in the events industry, we understand the unique challenges you may face. Our team can provide you with a variety of equipment rentals and marketing options tailored to your specific needs. Simply request a fast and easy rental quote, and one of our representatives will promptly get back to you using your preferred communication method.

When you rent from, you can count on our dedicated technicians to handle every aspect of your rental. From configuration and testing to delivery, setup, troubleshooting, tear down, and returns, we’ve got you covered. Contact us today to get a quote for your event technology rental needs and experience a hassle-free rental process.

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