How to choose the best AV hire quote for your event

When hiring AV equipment carefully assess any quotes you receive

When you are looking to hire audio visual equipment such as PA systems and data projectors for an upcoming event, the best place to start looking for quotes is the internet. A simple web search will usually result in a good number of companies who can cater for your event requirements and will happily provide you with advice and a quote. When contacting your chosen companies be sure to include details such as the address of the event venue, the date and kind of event you are running as well as the type of equipment you require.

Once you have received a variety of quotes from different audio visual hire companies in your area there are a number of criteria you should consider before deciding on the most appropriate AV rental company to use for your event. Obviously the primary criteria is always price but it is a good idea to look beyond cost alone and compare quotes in terms of the standard of equipment being supplied and the level of service included. So before deciding remember this mantra – “Value not price”.

Consider the following aspects:

• The level of service being provided – One quote may be significantly higher than another but if this quote includes delivery of the equipment to the venue, installation, engineering and removal then consider it in terms of the time and energy you will have saved by not having to take care of these aspects yourself.

• Educate yourself – It is worth being aware of the brands of equipment which are being offered to you and the size and power of PA system that is necessary to cater for your event. A quick web search of the make and model of the equipment being offered will inform you of its standard and power. You can then decide if the equipment being offered is suitable and if the quoted price is appropriate to the standard of equipment.

• Talk to each company – It is worth contacting any companies you may be considering either by telephone or face to face. Do they sound interested and focused? Are they knowledgeable and experienced in providing support for your particular event type? When possible and necessary are they happy to make a site visit to the event venue? You can determine a lot about the level of professionalism and service you are likely to receive from a company purely by discussing your event requirements with them.

• Is all the required equipment being provided? – Ensure any quotes you receive include all the equipment you require, for example microphones, DI boxes and iPod input cables. Additional items will be charged extra and anything not included on the quote may not be carried on the delivery vehicle.

Overall when contacting AV hire companies for PA equipment hire quotes be sure to provide them with as much information regarding your event as possible. A PA or AV rental company can then give you a comprehensive quote including all the necessary equipment to cater for your event.