Why Rental? The Case for NOT Owning Event Technology

Events today demand more than just a venue and attendees—they require immersive experiences that engage and captivate.

LED walls and touchscreen kiosks are essential for delivering impactful visual presentations, interactive engagements, and seamless information dissemination at conferences, trade shows, and high-profile gatherings.

The decision between purchasing or renting technology can significantly impact your budget, flexibility, and overall success.

The allure of ownership often stems from the desire for long-term cost savings and the freedom to customize equipment to specific event needs.

But when taken at face value, owning your tech involves way more hassle than it is worth. From maintenance to warehousing, technical expertise needed for assembly to logistical skills for shipping it–most teams are not equipped to add that job to their list.

What are parts of owning event technology that many exhibitors may not consider?

Technical Expertise: Setting up LED walls and configuring touchscreen kiosks requires precise panel alignment, wiring knowledge, and software troubleshooting skills. You’ll need to hire experts to help your team anyways!

Logistics Management: Coordinating shipping, handling delicate equipment, and managing storage logistics demand expertise in freight handling and secure warehousing.

Venue Compatibility: Understanding venue technical specifications for power, space, and environmental considerations is crucial for seamless integration and performance.

Time Constraints: Limited setup time necessitates efficient planning to ensure technology is operational before events begin.

Maintenance and Support: Ongoing maintenance, including inspections, cleaning, and technical support during events, is essential to prevent disruptions and maintain equipment performance.

Warehousing and Storage: This isn’t just a box of pamphlets you can tuck in a closet–most technology comes in protective cases for storage and shipping, that can take up a whole cubicle of their own.

Financial Considerations: Significant upfront investment, ongoing maintenance costs, and the risk of equipment depreciation and obsolescence must be weighed against budget constraints and event frequency.

Unlike simple pop-up banners, LED walls involve intricate wiring, individual panels, and pixel configurations that demand professional handling to ensure flawless performance. Moreover, the complexities of shipping logistics—from organizing freight and warehousing to pickups—can be a daunting time sink and cost burden for event organizers.?

With renting, you get a team of techs who handle all of that for you, setup, breakdown, logistics, and troubleshooting.

What does rental entail? What services are part of that?

Expert Consultation and Planning: Guidance on selecting the right technology tailored to your event's objectives.

Professional Installation and Setup: Skilled technicians handle the intricate setup of LED walls and touchscreen kiosks, ensuring seamless integration with your event space.

On-site Technical Support: Dedicated support throughout the event to address any technical issues promptly, maintaining uninterrupted functionality.

Efficient Post-event Services: Smooth dismantling and equipment retrieval, saving you valuable time and effort post-event.

Cost Efficiency: Eliminate upfront investment costs and ongoing expenses associated with maintenance and upgrades.

Flexibility and Scalability: Easily adjust technology specifications to suit event size and scope without commitment to long-term ownership.

Access to Expertise: Rely on our technical expertise and support for flawless setup and operation, ensuring your event runs smoothly from start to finish.

Even though when it’s spelled out, the choice is clear, the hesitation to rent can arise from concerns about not “owning your booth,” or having to organize more logistics for the team. The reality is, renting takes care of all of those fears, follies, and foibles.