Questions to Ask Before Renting AV Equipment for Your Event

Whether you’re hosting a corporate meeting, hybrid seminar, or community fundraiser, the quality of your audiovisual (AV) setup can make or break the experience. But with so many rental companies, package options, and technical details to navigate, how do you make the right choice? Asking the right questions before renting AV equipment can help you avoid technical mishaps and stay within budget.

This guide outlines essential questions every event planner should ask before securing AV rental equipment—and how FDC Event Technology can help you get the most value from your rental.

1. What Kind of AV Equipment Do I Really Need?

Before reaching out to an AV rental company, it’s important to define the scope of your event. Will there be live speakers, virtual attendees, interactive panels, or entertainment acts? Each of these elements requires different equipment—such as microphones, projectors, LED screens, or live streaming capabilities.

Discuss your event format with the AV provider to identify the right tools for the job. A professional team can help you avoid over-ordering or missing critical components. For example, if you’re planning a hybrid training session, you’ll want to ask about hybrid AV tips and setup that ensure remote participants have a clear and reliable experience.

2. Does the AV Provider Handle Setup and Teardown?

Some companies simply drop off the equipment and leave the setup to you—while others offer full-service support from installation to post-event cleanup. If you’re not an AV expert, having professional technicians on hand is well worth the investment.

At FDC, our AV technicians work alongside your team from the initial load-in through final teardown, ensuring everything functions properly and your event runs smoothly. Learn more about our approach to AV support.

3. Can the AV Equipment Be Customized to the Venue?

Every venue presents unique challenges: low ceilings, ambient light, or awkward room layouts can all impact your AV setup. A reliable AV partner should be willing to visit your venue in advance (or review floor plans) to recommend customized solutions.

FDC Event Technology offers tailored AV rentals based on your venue’s dimensions and event objectives—whether it’s a corporate ballroom in Fort Wayne or a small business event space in a rural area.

4. Is the Equipment Reliable and Well-Maintained?

Old or poorly maintained equipment increases the risk of failure mid-event. Don’t be afraid to ask your AV rental provider how often equipment is tested, updated, and replaced. Newer gear can also offer advanced capabilities like wireless integration or superior video resolution.

Our inventory is rigorously tested before every rental, and we always bring backups for mission-critical gear. We also specialize in reliable AV equipment rental across the U.S., with special attention to local service in Fort Wayne and surrounding markets.

5. What Support Is Available During the Event?

Even the most well-planned event can encounter surprises. Will your AV rental provider have staff on-site? Is there a number to call for immediate tech support? Be sure to ask what happens if something goes wrong mid-show.

FDC offers on-site technical assistance for all major events, ensuring you have backup and troubleshooting if needed. You won’t be left trying to fix a glitch with a manual in hand five minutes before showtime.

6. What’s Included in the Quote—and What’s Not?

Be clear on pricing from the start. Some rental quotes only cover the basic equipment and charge extra for setup, delivery, or onsite support. Others may include everything but fail to mention overage charges or late return fees.

Always request a detailed, itemized quote and ask if the provider can work within your budget. If you’re comparing prices, make sure you’re comparing equal levels of service. Need help planning within a modest budget? See our article on affordable AV solutions for small businesses.

7. Do You Offer AV Packages for My Type of Event?

Many AV companies offer pre-built packages for popular event types—like business retreats, hybrid board meetings, or training sessions. Packages often bundle microphones, speakers, screens, and technical labor at a lower price point than à la carte rentals.

If you’re planning an internal corporate meeting, you may benefit from our guide to hybrid event planning for internal company meetings, which covers everything from camera placement to speaker audio setup.

8. Are You Familiar with My Industry or Type of Event?

Working with a company that understands your industry saves time and reduces the learning curve. AV needs for a legal conference differ from those of a product launch or church event. A seasoned partner can offer tips, suggest formats, and share what’s worked well for similar clients.

FDC Event Technology has supported corporate events, nonprofit galas, school assemblies, and high-level executive retreats. Explore our recent blog on executive retreat planning for ideas.

Ready to Rent? Let’s Talk

Before you book your next AV rental, take the time to ask these questions—and partner with a provider who treats your event like their own. FDC Event Technology is here to make your job easier and your event unforgettable.