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Boost Your Trade Show Success With Outside AV Providers

Updated: Apr 11, 2023

Making the Most of Your Trade Show Booth with Rented High-Quality AV Equipment

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Trade shows can be an excellent opportunity for businesses to showcase their products or services and to network with potential clients or partners. These events can be instrumental in building brand awareness and generating leads, but businesses must ensure their booth stands out from others to make the most of the opportunity.

Setting up a booth at a trade show can be a daunting task, and companies must consider several factors when planning their display. The visual appeal of the booth, the quality of the marketing materials and the staff's professionalism are all critical components that contribute to a successful exhibit. However, one crucial element often overlooked is the audiovisual (AV) equipment that will be used to present the company's products or services.

Many trade shows offer in-house AV equipment for rent, including TVs and speakers. While this may seem like a convenient and cost-effective solution, companies should consider alternative options.

Here are five reasons companies should rent from outside AV providers for booths at trade shows:

1. Increased Options and Flexibility

There's often a lack of variety and functionality with in-house AV equipment. Trade shows may have a limited selection of equipment to rent, which can limit the creativity and effectiveness of a company's booth display.

Outside AV providers offer a more extensive selection of equipment, including the latest technology and cutting-edge display options. This allows companies to bring their vision to life and create a booth display that will uniquely capture the attention of potential customers, leaving a lasting impression.

In addition to a wider selection of equipment, outside AV providers often offer greater flexibility in terms of rental options. This means companies can customize their rental packages to fit the specific needs and budgets of their client. This flexibility allows them to make the most of their resources and achieve their desired results.

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2. Improved Equipment Quality

In-house AV equipment may be outdated, poorly maintained, or in a deplorable condition. These factors can negatively impact the display and sound quality, leading to a subpar booth experience for attendees.

Alternatively, outside AV providers offer high-quality equipment that is well-maintained and up-to-date. These providers specialize in supplying AV equipment and services for events and exhibitions, and they often have the latest technology available. This ensures the display and sound quality of a company's booth are of the highest caliber.

3. Experienced Technicians

In-house AV technicians may not have the necessary expertise or experience to troubleshoot technical issues or set up complex equipment. This can lead to delays and technical difficulties, negatively impacting a business' booth experience. Additionally, improperly set up equipment can be a liability for a company as it's dangerous to the attendees.

Outside AV providers offer experienced and knowledgeable technicians who can quickly and efficiently set up and troubleshoot any technical issues that may arise. This ensures a company's booth runs smoothly and is free from technical difficulties, allowing the company to focus on networking and showcasing its products or services. Furthermore, experienced technicians may ensure the safe setup of the equipment.

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4. Increased Cost-Effective Solutions

While in-house AV equipment may seem like a cost-effective solution, it may cost businesses more in the long run. In-house equipment companies may inflate their rental prices due to a lack of competition, causing the potential for additional hidden fees.

Outside AV providers offer competitive pricing and often suggest bundled rental packages that can help save companies money. Additionally, external AV providers may offer complementary services, such as installation and teardown. By bundling equipment rentals and services, companies can save on costs and ensure they have everything to create their desired booth.

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5. Enhanced Customer Service

All the other clients at the trade show may strain the internal AV teams, preventing timely support for everyone. As a result, exhibitors may experience delayed response times and poor customer service, which can negatively impact their trade show experience.

However, companies that work with outside AV providers can benefit from dedicated customer support throughout the rental process. Usually, these providers have a team of technicians dedicated solely to providing technical assistance to clients. Their commitment to prompt and attentive service includes responding immediately to inquiries and resolving issues as quickly as possible.

By partnering with an external AV provider, exhibitors can rest assured the expert staff can address any technical difficulties swiftly, allowing them to focus on showcasing their products or services and making meaningful connections with attendees. With reliable support at their fingertips, companies can confidently navigate the fast-paced and competitive environment of a trade show.


In spite of the convenience and cost-effectiveness of in-house AV equipment, companies with booths at trade shows should consider renting AV equipment from outside providers. Having access to a wider range of options and greater flexibility, along with top-notch equipment, skilled technicians, budget-friendly solutions and exceptional customer support, can have a profound impact on a company's success at trade shows. The combination of these benefits can significantly enhance a company's booth experience and overall performance at the event.


Sound board/mixer at front of house at a live concert


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