For many businesses and event planners, outfitting their conference rooms or event spaces as an a/v room with professional audio visual (AV) equipment can seem like a significant investment. Should they purchase all the necessary equipment to build out their AV room, or would renting make more financial sense? In this article, we will explore the key benefits of renting versus buying AV equipment and help you determine the best option for your needs.

 

Key Benefits of Renting AV Equipment

 

Cost Savings

 

One of the biggest advantages of renting AV equipment is the reduction in upfront costs. Purchasing all the equipment needed to equip a professional AV room, such as projectors, screens, microphones, speakers, mixers and more, can easily cost thousands or even tens of thousands of dollars. Renting avoids this large capital expenditure and lowers the barrier to using high-quality gear. You only pay for the equipment during your event rather than taking on the long-term ownership costs of depreciation and repairs. This rental model provides flexibility and saves money, especially for infrequent or one-time events.

 

Access to the Latest Technology

 

The AV equipment rental industry ensures customers have access to all the newest and most advanced systems. Rental companies continuously invest in upgrading and replacing their inventory so they can provide clients with state-of-the-art options. If you purchase equipment, you would need to budget additionally for frequent replacement cycles to avoid technological obsolescence. However, with rental packages you get the most modern solutions without a large permanent investment.

 

No Maintenance or Repair Costs

 

When you own AV equipment, you are responsible for all maintenance, repairs if anything breaks down, and replacing or upgrading components as they become outdated. Downtime costs money, as your events cannot move forward without functioning gear. Renting transfers this risk and financial burden to the rental company. Their expert technicians handle any issues so your AV room and presentations are never disrupted.

 

Budgeting Flexibility

 

Another major perk of the rental model is flexibility in budgeting. If you own equipment and an unexpected cost arises to replace a damaged projector bulb, that expense comes directly from your budget. Renting allows you to precisely determine equipment needs and associated costs for each individual event. You only pay for what you require, eliminating unused inventory taking up storage space. This makes budgeting and cash flow easier to manage from one project to the next.

 

Expert Support Included

 

When renting from an experienced AV equipment supplier, you gain access to their team of trained technicians and engineers. They consult on setup, operate equipment during your events, provide on-site support if issues arise, and ensure a seamless experience. Since they work with all the latest technologies daily, they become experts that can troubleshoot any minor glitches. You avoid the costs of hiring external technicians or IT support when owning. The rental house takes care of everything.

 

Key Benefits of Owning AV Equipment

 

Control and Customization

 

While renting provides flexibility on a per-event basis, owning AV equipment gives you full control over your setup on an ongoing basis. You can custom design your AV room or cart exactly how you need it without equipment changes from one rental period to the next. With ownership, you also control the brand and models selected based on your specific requirements rather than limited rental company inventory. This allows full customization of your ideal customized setup.

 

Bragging Rights of Ownership

 

For some organizations, especially those in industries where cutting-edge technology is highly valued, the prestige and bragging rights of ownership can be a motivating factor. Being able to showcase their lavishly equipped professional AV room as a permanent fixture boosts perceived innovation and success. While rented gear is suitable for most uses, ownership projects a elevated image for those wanting to impress important clients and partners.

 

Potential Resale Value

 

While technology depreciates quickly, higher-end AV equipment from reputable manufacturers does retain some resale value if well-maintained. After several years of use, you may be able to recover a percentage of costs by selling used gear to upgrade. Rented items have no potential for later resale income. Ownership allows capturing this downstream value once equipment reaches the end of its useful lifecycle with your needs.

 

Tax Savings

 

In some cases, significant business equipment purchases may qualify for tax deductions and credits that offset costs. Carefully structured ownership can take advantage of depreciation and Section 179 expensing to reduce tax liability from equipment expenditures. Rental costs provide no such tax benefits. For larger permanent installations, ownership may provide valuable ongoing write-offs that enhance the value proposition versus renting.

 

Conclusion

 

In conclusion, both renting and owning AV equipment have strong cases to be made as the best approach depending on your specific situation and needs. While the upfront costs are higher, ownership delivers enhanced control, customization potential and image if budget allows. However, for most companies and events, the flexibility and cost-savings of the rental model are very compelling. You gain access to top-quality professional gear without long-term financial obligations. For building out an AV room for your conference space or outfitting the occasional large presentation, renting is often the smartest fiscal choice. Just be sure to factor in total costs of ownership over the long-run when determining rental versus buy.