5 Things to Know Before Renting Equipment for a Gig or Tour

Whether you're a DJ or simply the person responsible for the sound, there are key things you need to check whenever you rent equipment for a show, wherever and whenever it is. The sound and visuals of an event can really help make it a success, or ruin your guests' party. Nothing is more embarrassing or unpleasant than bad sound and technical hitches in front of a big crowd, when the problem could have been handled well. Here are 5 key things you need to know and do before renting equipment!

1. Sort out the paperwork before setting up the gear

Before renting and setting up equipment for your event, the first and most important thing is to sort out the paperwork clearly and transparently.

The supplier will prepare a contract for you (in two copies, one for each party to keep in case it's needed). As the person renting the equipment, you must read the key terms very carefully before signing.

2. Compare rental prices and check how the deposit works

Once you've read the terms carefully, the supplier will ask you to pay a 50% deposit on the rental fee up front. However, you should look into the rental price for your equipment more carefully before paying the deposit.

3. Keep track of your equipment after paying the deposit

Once you've paid the deposit, check that you're getting exactly the equipment you rented before you leave. Your gear can be a fairly "unpredictable" mix, for example DJ equipment, sound gear, microphones and so on.

4. Before the event, check out the venue

Depending on the size of your event, you may be able to use the in-house sound system installed in the function room or hall you've booked. These systems aren't always very sophisticated or modern, but they can get the basic job done.

If you have a more ambitious idea in mind, bringing in separate equipment is your best option. But do look at what the in-house system can do and see what you can work with! Either way (separate or in-house equipment), make sure a proper run-through and sound check are done before the event starts.

5. Reread the contract terms and take good care of your equipment

Of course, anything you rent will come with an agreement for you to sign. Insurance, damage, missing parts and so on are all things to watch out for. Whether the equipment comes with an operator is also worth considering. Make sure you read the paperwork carefully before signing and understand your responsibilities as the hirer.

Will you be responsible for returning the equipment to the rental company, or will someone collect it? Will there be an operator on site the whole time, and is their fee separate from the equipment cost? What happens if your equipment gets damaged, parts go missing, the sound fails and so on? Keep all these questions in mind and make sure you know everything about the rental.

Source: Freeman Audio Visual | Canada