Planning an event with presentations, videos, or live demonstrations? The right audio visual rental equipment can make or break the experience. This guide covers seven AV rental solutions—from LED video walls to professional sound systems—to help you choose the right setup for your event.
Pulling off a polished event is harder than it looks. Guests can forgive a slow registration line or a crowded venue. What they won’t forgive is a presentation that’s impossible to read from the back row, a video that stutters halfway through, or a live demo where nobody can hear the presenter.
Audio visual equipment is the backbone of any event that involves content delivery. Yet many event planners treat AV as an afterthought—something to figure out once the venue is booked and the catering is confirmed. That approach leads to last-minute scrambles, mismatched equipment, and setups that don’t match the scale or format of the event.
Renting AV equipment gives you access to professional-grade gear without the capital cost of ownership. But the category is broad. The right solution for a 50-person product demo is very different from what you’d need for a 500-person conference with breakout sessions and live streaming. Understanding your options before you reach out to a rental company puts you in a much stronger position to get the setup right.
Here are seven AV rental solutions worth considering for events that include presentations, videos, and live demonstrations.
1. LED Video Walls: What Are They and When Do You Need One?
An LED video wall is a large display made up of modular panels that tile together to create a seamless screen. Unlike a standard projector-and-screen setup, LED walls produce their own light, which means they stay bright and vivid even in well-lit rooms or outdoor environments.
For events with video content, product demonstrations, or high-impact brand visuals, an LED wall creates an immersive backdrop that projectors simply can’t match. They’re particularly effective for keynote presentations, product launches, and live demos where visual clarity at scale matters.
Best for: Large conferences, product launches, concerts, and outdoor events.
Consider if: Your venue has ambient lighting that would wash out a projected image.
2. High-Brightness Projectors: Are They Still Relevant for Modern Events?
Projectors remain one of the most versatile and cost-effective AV rental options available. A high-brightness projector—typically rated at 5,000 lumens or above—can produce large, clear images in a range of venue conditions.
For presentations involving slides, data visualizations, or video playback, a well-positioned projector paired with a quality screen delivers reliable results at a fraction of the cost of an LED wall. Short-throw projectors are especially useful in venues with limited throw distance, where a standard projector would require placement far into the audience.
Best for: Boardroom presentations, academic conferences, breakout sessions, and mid-sized events.
Consider if: Budget is a constraint and the venue can be adequately darkened.
3. Projection Screens: How Do Screen Type and Size Affect Presentation Quality?
A projector is only as good as the screen it’s paired with. Projection screens come in several formats—front projection, rear projection, fixed frame, and tensioned—and the right choice depends on your venue layout, projector placement, and audience size.
Rear projection screens are useful when you want to keep equipment and cabling out of the audience’s sightline. Front projection screens are more common and typically easier to set up. For very wide venues, a curved screen can improve viewing angles for audience members seated toward the sides.
Screen size should be calculated based on the farthest seat in the room. A common rule of thumb is that the screen height should be at least one-sixth of the distance to the back row. Skipping this calculation is one of the most common mistakes event planners make—resulting in screens that are technically present but practically useless for half the audience.
Best for: Any event using a projector, from small meeting rooms to large auditoriums.
Consider if: Your venue has an unusual layout or limited front-of-stage space.
4. Professional Sound Systems: Why Is Audio the Most Underrated Part of AV?
Audio is the element audiences notice most when it goes wrong—and least when it goes right. A professional sound system for an event typically includes a mixing console, amplifiers, front-of-house speakers, stage monitors, and microphones.
For presentations and live demonstrations, speech intelligibility is the primary goal. That means even frequency coverage across the audience area, adequate volume without distortion, and minimal feedback. Line array speaker systems are commonly used for larger venues because they distribute sound evenly over long distances without the drop-off associated with point-source speakers.
Microphone selection also matters. Handheld dynamic microphones are durable and feedback-resistant. Lapel (lavalier) microphones give presenters freedom of movement. Headset microphones are popular for demonstrations where the presenter needs both hands free.
Best for: All events with live speakers, presenters, or performers.
Consider if: Your venue has unusual acoustics, high ceilings, or multiple simultaneous presentation spaces.
5. Live Streaming Equipment: What Do You Need to Stream an Event Professionally?
Live streaming has become a standard requirement for many corporate events, particularly those with remote attendees or a hybrid format. A professional live streaming setup goes beyond pointing a webcam at the stage—it involves broadcast-quality cameras, video capture cards or switchers, encoding hardware or software, and a stable high-bandwidth internet connection.
For events with presentations, adding screen capture to the stream ensures remote viewers see the slides clearly rather than a distant shot of a projected image. A live production switcher allows the stream operator to cut between camera angles, presentation feeds, and pre-recorded video segments in real time, creating a broadcast-quality experience.
Best for: Hybrid events, corporate conferences, product launches with global audiences, and training sessions.
Consider if: Your venue’s internet infrastructure needs to be assessed before committing to a live stream format.
6. Video Conferencing Systems: How Do You Run a Seamless Hybrid Presentation?
Hybrid events—where some attendees are in the room and others join remotely—require AV solutions that serve both audiences simultaneously. A dedicated video conferencing system, as distinct from a live stream setup, enables two-way interaction: remote participants can ask questions, contribute to discussions, and see the room in real time.
Professional video conferencing setups for events typically include pan-tilt-zoom (PTZ) cameras, ceiling or boundary microphones that capture room audio clearly, large displays for showing remote participants to the in-room audience, and integration with platforms like Zoom, Microsoft Teams, or Webex.
Getting this right requires more planning than most single-format events. Audio routing is particularly complex—you need the room audio to reach remote participants without feedback, and remote participants’ audio to be clearly audible in the room without interfering with the presenter’s microphone.
Best for: Corporate town halls, board meetings, training events, and panel discussions with remote speakers.
Consider if: Interactivity between in-room and remote audiences is a priority, not just one-way broadcast.
7. Teleprompters: When Should a Presenter Use One?
Teleprompters don’t get much attention in AV rental conversations, but they’re a practical tool for events where presenters are delivering scripted content to camera or to a live audience. A presidential-style teleprompter uses glass panels positioned at eye level on either side of the stage, allowing the speaker to read their script while appearing to make direct eye contact with the audience.
For product demonstrations, keynote presentations, and video recordings, a teleprompter reduces the risk of presenters losing their place, going off-script, or delivering an inconsistent message. They’re particularly useful when multiple speakers need to deliver tightly coordinated content within a fixed time slot.
Best for: Keynotes, scripted product demonstrations, video productions, and high-stakes corporate presentations.
Consider if: Presenters have limited rehearsal time or the content involves precise technical language that must be delivered accurately.
How to Choose the Right AV Rental Package for Your Event
No two events have identical AV needs, so approaching the selection process systematically saves time and prevents overspending on equipment you don’t need—or underspending on equipment that undermines the experience.
Start with your content. Events driven by visual presentations have different requirements than those centered on live demonstrations or performances. Map out every moment in the program where AV equipment plays a role, then work backward to identify what each moment requires.
Next, assess your venue. Room dimensions, ceiling height, ambient lighting, acoustic properties, and existing installed equipment all influence what rental gear is appropriate. A site visit with your AV rental provider before the event is strongly recommended for anything above a basic setup.
Finally, consider your audience—both in the room and potentially online. Hybrid events require an additional layer of coordination that single-format events don’t. Budget accordingly, and make sure your AV rental provider has experience with the specific format you’re running.
The Right AV Setup Pays for Itself
Underinvesting in AV is a false economy. A presentation that’s hard to see or hear doesn’t just frustrate attendees—it undermines the credibility of the content and the organization delivering it. Conversely, a well-executed AV setup is largely invisible: the audience focuses on the content, not the equipment.
Renting rather than buying gives you access to current, well-maintained gear that’s matched to your specific event without the overhead of storage, maintenance, or depreciation. Work with a reputable AV rental provider, brief them thoroughly on your event format and venue, and involve them early in the planning process. The difference between a good event and a great one is often decided long before the doors open.
Frequently Asked Questions
How far in advance should I book AV rental equipment for an event?
For small to mid-sized events, booking four to six weeks in advance is generally sufficient. For large conferences, product launches, or events requiring custom configurations—such as LED video walls or hybrid streaming setups—eight to twelve weeks is more appropriate. Popular event dates can deplete rental inventory quickly, so earlier is always safer.
What is the difference between renting AV equipment and hiring a full AV production company?
Renting AV equipment means you receive the gear and are responsible for setup, operation, and breakdown—sometimes with technical support available on request. Hiring an AV production company means a team handles everything, from pre-event planning and equipment selection to on-site operation and teardown. Full production services cost more but reduce the risk and operational burden on the event organizer.
How do I know what screen size I need for my event?
A widely used guideline is that the maximum viewing distance should be no more than eight times the screen height. So for a room where the farthest seat is 40 feet from the screen, the screen should be at least five feet tall. Your AV rental provider can run these calculations based on your venue floor plan.
Can I rent AV equipment for an outdoor event?
Yes, but outdoor events require equipment rated for the conditions. This means weatherproof speaker enclosures, high-brightness displays or LED walls that remain visible in daylight, and cabling management that accounts for longer distances between components. Always inform your rental provider that the event is outdoors so they can recommend appropriate gear.
What should I ask an AV rental company before booking?
Key questions include: Does the rental price include delivery, setup, and breakdown? Is on-site technical support available during the event? What happens if equipment fails on the day? Are backup units available for critical components? What is the company’s experience with events of your size and format? Getting clear answers to these questions before signing a rental agreement prevents most common problems.