How to Rent AV Gear for Multi-Session Workshops
Renting AV gear for multi-session workshops doesn’t have to be a headache, but man, it can get tricky if you don’t know what you’re doing. First off, think about what you need. A bunch of mics? A projector? Speakers that won’t make everyone cringe? It’s easy to overdo it or, worse, forget something obvious. Have you ever been in a workshop where the presenter’s microphone cuts out every five minutes? Yeah, no one wants that.
So, start by listing out your sessions. How many are there? Are they back-to-back or spread out over days? Because if they’re back-to-back, you’ll need gear that can handle the wear and tear. Maybe even backups, just in case. Trust me, a spare mic or an extra HDMI cable can save your life when things go sideways. And they will.
Now, where do you rent this stuff? Local AV companies are great because you can talk to someone if there’s an issue. Online rentals might be cheaper, but what if a speaker shows up damaged? You don’t want to be stuck on hold with customer service while your workshop starts in 10 minutes. Also, check reviews. Some companies promise the world but deliver, well, less.
Here’s something people forget: setup and teardown time. If your sessions are tight, you’ll need gear that’s quick to adjust or maybe even a tech on-site to help. Because nothing kills the vibe like 20 minutes of awkward silence while someone fiddles with a malfunctioning projector. Oh, and cables. Bring way more cables than you think you’ll need. They disappear like socks in a dryer.
Budget’s another thing. Renting for multiple days can add up, so ask about discounts for longer rentals. Some places cut you a deal if you’re booking a lot of gear or time. But don’t cheap out on the important stuff. Bad audio? Instant workshop killer.
Oh, and test everything before the first session. I mean, test it. Not just a quick “yep, it turns on.” Run through the whole setup like you’re live. Because sometimes things work fine until they don’t. And by then, it’s too late.
One last thing. Have a backup plan. What if the Wi-Fi dies? When the projector bulb fails during a workshop, it creates undesirable situations. This situation has all the characteristics of Murphy’s Law when operating workshops. Everything that can fail will do so when you face circumstances that make it most disastrous for you. So maybe keep a spare laptop or even a whiteboard handy. Old school, but it works.
Anyway, renting AV gear isn’t rocket science, but it’s also not something you can wing. A little planning goes a long way. And hey, if all else fails, bribery with coffee usually helps. Techs love coffee. Just saying.
