How do you choose the best conference technology and equipment rental company?

1 Assess your requirements

Before you contact any potential vendors, you need to have a clear idea of what kind of technology and equipment you need for your conference. Consider the size, format, and objectives of your event, as well as the venue, audience, and speakers. Do you need audiovisual systems, lighting, staging, video walls, interactive displays, or live streaming? How many microphones, speakers, cameras, laptops, or tablets do you need? How will you manage the registration, check-in, and feedback processes? How will you ensure the security and reliability of the network and the devices? Make a list of your must-haves and nice-to-haves, and prioritize them according to your budget and expectations.

2 Compare the options

Once you have a clear picture of your requirements, you can start researching and comparing the different conference technology and equipment rental companies in your area. Look for online reviews, testimonials, portfolios, and case studies that showcase their previous work and reputation. Ask for referrals from your peers, colleagues, or industry associations that have used similar services. Contact at least three vendors and ask for quotes, proposals, and demos that match your specifications. Evaluate their prices, quality, availability, flexibility, and customer service. Don't be afraid to negotiate or ask for discounts or extras.

3 Check the credentials

Before you sign a contract with a conference technology and equipment rental company, you need to verify their credentials and qualifications. Check their licenses, certifications, insurance, and warranties. Ask for references from previous or current clients that have similar events or needs as yours. Find out how they handle the delivery, setup, testing, operation, troubleshooting, and breakdown of the technology and equipment. Ask about their backup plans, emergency procedures, and support options. Make sure they have a dedicated project manager or contact person that will communicate with you throughout the process.

4 Plan the details

After you choose the best conference technology and equipment rental company for your conference, you need to plan the details of the collaboration and execution. Review the contract and the terms and conditions carefully, and make sure you understand your rights and responsibilities. Confirm the dates, times, locations, and specifications of the delivery, setup, testing, operation, and breakdown of the technology and equipment. Provide them with any relevant information, such as the agenda, floor plan, speaker bios, logos, or slides. Schedule regular meetings or calls to monitor the progress and address any issues or changes.

5 Test the technology

One of the most important steps to ensure the success of your conference is to test the technology and equipment before the event. You don't want to encounter any glitches, malfunctions, or compatibility issues that could ruin your presentation or frustrate your attendees. Ask the conference technology and equipment rental company to conduct a thorough testing session with you at least a week before the event. Check the sound, video, lighting, and network quality and functionality. Test the devices, software, and apps that you and your speakers will use. Make sure everything works as expected and meets your standards.

6 Evaluate the results

After your conference is over, you need to evaluate the results and the performance of the conference technology and equipment rental company. Collect feedback from your attendees, speakers, and sponsors about their experience with the technology and equipment. Analyze the data and metrics that measure the impact and effectiveness of the technology and equipment, such as attendance, engagement, satisfaction, retention, or conversion. Compare the actual outcomes with the expected goals and objectives. Thank the conference technology and equipment rental company for their service and provide them with constructive feedback and suggestions. If you are satisfied with their work, consider establishing a long-term relationship or partnership for future events.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?