Audio Visual Equipment Rentals: to Rent, to Buy or Subscribe as a Service?
Deciding whether to buy or rent audio visual equipment can be a tough choice to make for any organization. The right choice ultimately depends on your specific needs and budget – there are pros and cons along the way. We would be happy to help guide you and share our experience. Whether you buy or rent audio visual equipment, there is a time and place for each – and there is now a third option that we will get to later on.
When should I buy audio visual equipment?
New business. When first building your business, audio visual equipment (and other technology) is a must. Unless you are extremely tech-savvy, learning everything you need to know about the latest commercial technology can be a major challenge. Where to start? The initial cost of purchasing equipment is an investment, so it should be carefully considered with the type of experience you want to create in mind – and one that is appropriate for your budget. Buying audio visual equipment can be very expensive. When estimating, consider the total cost of ownership: maintenance, repairs, and eventually replacement.
The world of audio visual is constantly evolving, and there are always new products and upgrades to discover and explore. At its core, however, AV is about understanding how best to use for the space and its function. To achieve this, it is helpful to bring in a professional team, like ours, during the construction phase for proper planning and design. When you work with an audio visual team, you have access to more high-tech equipment, and it can be hard to acquire without turning to a certified dealer – and that's us.
When should I rent audio visual equipment?
Corporate or hybrid events. When it comes to organizing large corporate events such as conferences and group meetings, renting makes more sense based on volume and frequency. Keep in mind that you will need a designated person to set up and operate the equipment. If your company holds only a few events or conferences a year, renting can be more cost-effective and convenient long term.
When you rent audio visual equipment, you do not have to worry about maintenance costs. You can also upgrade to newer models as they become available, so you can keep up with the latest technology. As another benefit, you do not have to worry about storage or transportation, as the rental company will take care of that for you. However, since you will not be the owner of the equipment, you will have to be careful with it to avoid costs for damage.
Bonus option: audio visual as a service (AVAAS)
If uptime and reliability is important to you, audio visual as a service would be a good solution. Think of this as getting a new cell phone every two years. How does it work? Every so often you get new equipment for your business – it is that simple. That convenience does come at a higher cost. The upside would be staying current with your technology.
When you sign up for AVaaS, you are entering into a contractual agreement with a service provider, like ourselves. This agreement outlines the scope of services and the terms of service. The agreement would also include a schedule of fees and a payment plan. The monthly fee that covers all aspects of the service, including hardware, software, and support. If you think you can manage your equipment yourself, this would not a good option for you.
Set up your business for success
Technology matters. When it comes to setting up your business up for success, there is a lot that goes into the planning and execution. Making sure you have the right audio visual equipment is essential. That is where a professional audio visual company like ours comes in. We have a vast network of connections that allows us to get our hands on any equipment you need for your business or your next big or small corporate event.
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