Hiring Technical Equipment

When putting your team together you should consider finding someone who has some technical skills and experience of using event equipment, people with this knowledge can be an invaluable asset!

If you can’t find someone with technical skills to join your event organising group, most local event equipment hire companies will generally be happy to offer advice and recommendations for your event. They will also offer to deliver, set up and run your equipment, but be aware that there is usually an additional cost for these services.

If you need to hire equipment for your event there are many hire companies where you can rent a vast array of equipment such as staging, display boards, public address loudspeaker systems, microphones, stage monitors, lighting, 2-way radios, scenery, props or pyrotechnics to make your show go off with a bang.

Here is a checklist to consider when you are hiring technical equipment:

Will they deliver, or do they expect you to collect?
Have you got someone on the team who is qualified to use the equipment?
Do you require additional insurance to use the equipment?
Have you completed a risk assessment if needed?
Have you checked the equipment for damage and read the safety labels?
Have you checked equipment received against the delivery note to make you have all the relevant cables, battery or power packs etc?
Has the equipment been PAT tested?
Is it possible to check if the equipment works whilst the hire company is present?
What policy does the hire company have if equipment breaks down while in use?

At the end of your hire, don’t forget to contact the hire company to explain that you have finished using equipment – this will avoid being charged for any additional days hire! Also, make sure that all the equipment is checked off when it is returned, as any missing equipment will be charged for.

If you are hosting an outdoor event, in addition to specialist technical equipment you may also need equipment such as temporary fencing, access towers, ladders, mobile toilets, marquees etc.

Before hiring any equipment you must ensure you meet all the Health and Safety requirements for both the equipment and the use of it. For more guidance of Health and Safety for a particular piece of equipment refer to the HSE website and also the Health and Safety section of this guide.

If your event requires temporary power you should ensure that your generator is checked over by a competent electrician or that you hire from a reputable company.

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