Where can you rent audio visual equipment for corporate events

What is audiovisual (AV) equipment?

AV equipment refers to devices used for sound and visual purposes. This technology is commonly used during events to enhance presentations, communication and performances. The AV equipment rental industry is booming, with a market size of around $10.5 billion in 2023. Whether you’re preparing for a conference or a small-scale meeting, you’ll need AV equipment to ensure a successful corporate event.

Audio equipment

Here’s a list of common audio devices for a successful event:

• Microphones: These are used to capture sound. The right type will depend on several factors, such as venue size, number of speakers and desired audio coverage.
• Speakers: A speaker has two main components — a voice coil and a speaker cone. Some options include monitor speakers, PA systems and subwoofers. A big event requires a high-fidelity speaker, while a conference needs intelligible speech reinforcement.
• Amplifiers: As its name suggests, amplifiers elevate the sound from microphones and speakers. These are a must for large or outdoor corporate events.

Video equipment

Images and video displays make events livelier. Consider the following devices for your corporate event:

• Display devices: Display devices include monitors, LED screens, interactive displays, smart video walls and digital signage.
• Projectors: A projector displays visual content on a surface, usually a wall or a rollable projection surface. It receives signals from several sources, like HDMI.
• Flat-panel displays: These lightweight video displays — also known as flat screens — serve the same purpose as monitors and are ideal for smaller occasions, trade shows or breakout sessions.
• Cameras: Some events may need cameras to capture professional-grade images and videos or for livestreaming purposes.
• Cables and adapters: AV cables and adapters connect the devices. 
• Lighting: Many corporate gatherings require lighting instruments to create a mood or atmosphere. You may need this if you want to highlight the speakers.

Where can you rent audiovisual equipment for corporate events?

With plenty of companies to choose from, it can be challenging to determine which best suits your meeting’s needs. Here’s a summary of the best rental companies for your business gatherings.

Funflicks

FunFlicks is a family-owned company that provides outdoor AV equipment, mainly inflatable and LED screens, for all types of events, from small backyard parties to large corporate sessions. It specializes in setting up quality audio and visual devices for events like conferences, product launches or parties. This business has a nationwide presence, with professionals available to deliver and set up at locations nationwide.

Best known for:

• Inflatable screens for indoor and outdoor movies
• LED screens in walls and mobile trailers
• Drive-in screens
• Indoor screens
• Intense sound system

Contact information: 877-263-0480

Instagram: @funflicksusa

Rentacomputer.com

Rentacomputer.com has been in the industry for over 30 years, making it one of the most reputable rental companies in the U.S. Its technicians are dedicated to providing quality AV equipment, with plenty of client reviews to prove their professionalism. Most testimonials say the company delivered quality products and services on time. It provides AV devices for presentations, event production and virtual meeting rentals.

Best known for:

• Large-venue projectors
• 4K TVs
• Video walls
• Curved, social and Thunderbolt display rentals
• 360-degree cameras

Photosound of Orlando Inc.

Since 1995, Photosound of Orlando Inc. has provided clients with AV devices and assistance in central Florida. It also offers rental services and technical support for various events, including corporate conferences, meetings and social functions. Its office is in Winter Park, Florida, where you can meet the experienced technicians who can set up and operate your equipment.

Best known for:

• Basic audio equipment like microphones, speakers, and audio consoles or mixers
• Staging rental items like lights, staging, pipe and drape, and truss
• Flat-screen monitors and stands
• Video switchers and splitters
• Video recording and livestreaming
• Presidential teleprompter

Meeting tomorrow

Meeting Tomorrow is committed to providing stellar customer service, promptness and professionalism, ensuring your gathering runs smoothly. It’s a full-service audiovisual company that offers equipment rental, event planning, virtual and hybrid events, and interactive technology devices. With a wide range of inventory, you can choose from various electronic supplies, such as screens, speakers, displays, trade show kiosks, computers and tablets.

The best thing about this company is that it offers flat-rate pricing on all rentals nationwide. Meeting Tomorrow can cater to events from small dinner parties to large-scale occasions of up to 5,000 people.

Best known for:

• Projectors and screens
• Computers
• Trade show equipment like kiosks and giant smartphones
• Modern displays like touch-screen monitors and digital signage

Audio video west

This Los Angeles-based AV equipment rental company is dedicated to making business meetings, conventions, presentations, trade shows and other events successful with its various AV equipment offerings. The organization has served clients in Southern California since 1990. Audio Video West is a member of organizations like the International Communications Industries Association and the LAVCB Los Angeles Visitors & Convention Bureau.

Best known for:

• LCD projectors and monitors
• HDMI and SDI distribution
• Sound systems
• Computer data projection
• Large-screen video projection
• Corporate meetings

Rent for event

Rent for Event is a full-service AV production and equipment rental organization offering its services nationwide. It has worked with notable companies like Netflix, Hulu, Yves Saint Laurent, TikTok, CBS and BET TV. The company started as a dream of two men who were passionate about event organization. What began as an idea is now a big company serving renowned clients nationwide. Its team has over 20 years of experience in the industry and can work fast and efficiently under pressure. 

Best known for:

• Full AV production and rental services
• Livestreaming
• Pipe and drapes
• Stage
• Lighting

ITA audio visual solutions

If you want to rent audiovisual equipment for your corporate meetings, look no further than ITA Audio Visual Studios. It offers a wide range of AV solutions, no matter your industry. Its offerings include AV equipment rentals, venue partnerships, system integration and creative services, making it a one-stop solution for all your event needs. Its professional technicians are committed to excellence, ensuring seamless installations and exceptional results.

Best known for:

• Video production services
• Cameras for livestreaming or shooting corporate videos
• LED, inflatable, fast folds and portable screens
• Presentation equipment
• Sound system

Veritas productions partners

Veritas Productions Partners offers corporate clients event management and AV production services. Hiring this company means investing in a strategic partner that will provide you with a customized package free from hidden and additional costs. Its team of professionals is dedicated to offering what you need to make your gathering stand out. This organization provides various AV production equipment, from turnkey AV solutions to hybrid event needs.

Best known for:

• Corporate production services
• LED video walls
• Large video displays
• Streaming and video recording equipment
• Event management

A.V. Rental Services Inc.

A.V. Rental Services Inc. provides AV, staging and lighting services for corporate clients. This Philadelphia-based business launched with one sound system and two wireless microphones. Today, it has an extensive inventory to make successful press conferences, livestreaming, board meetings, budget hearings and webinars. Moreover, the company also accommodates last-minute rental requests for urgent occasions. If you’re preparing for such events, you can trust that its team will exceed your expectations. 

Best known for

• Press boxes
• Cameras
• Laptops
• Audio systems
• Large electric screens
• Livestreaming

Essential Audio Inc.

This Nashville-based rental business has been serving its city and neighboring locations since 2007. With its extensive experience in corporate sessions and live concerts, you can trust that it can provide everything you need for your meeting. Essential Audio Inc. offers packages tailored to various needs, so inquire about them to see which fits your needs best. 

Best known for:

• Basic and advanced audio equipment
• High-definition displays and LED video walls
• Theatrical lighting
• Control and networking
• Acoustical treatment and planning
• Intercom systems

VIP audio visual company

VIP Audio Visual Company claims to be the leader in LED displays in Northern California. It offers full-service AV solutions to ensure a successful corporate gathering. Its services include training videos, corporate communications, live streaming and remote management. Regardless of your event type, this company is dedicated to bringing light to your ideas.

Best known for:

• LED walls, trailers and posters
• Premium speakers, microphones and mixers
• Screens, presentation computers and cameras
• Lighting and drape

4 factors to consider before renting audiovisual equipment for your corporate event

Planning a successful corporate event hinges heavily on choosing the right audiovisual equipment and supplier. Before signing any rental agreements, event organizers should carefully evaluate four critical factors. First, clearly define your specific needs based on the event type, audience size, venue acoustics, and content being presented. Second, research potential suppliers’ reputations and track records, as experience often indicates reliability. 

Third, while cost matters, don’t automatically choose the cheapest option, focus on value and quality of service. Finally, ensure all equipment is well-maintained, compatible with your venue’s setup, and comes with backup options in case of technical issues. Taking time to consider these aspects helps avoid technical hiccups that could derail your event’s success.

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