The Ultimate Live Event Rental Checklist: Have Everything You Need?

The best live event production setups look effortless, but behind every smooth experience is a serious amount of prep.

Whether you're producing a concert, conference, or high-end brand activation, missing even one critical piece of equipment can cause delays, disrupt flow, or completely derail your show.

According to  Bizzabo, nearly 80% of organizers say that in-person conferences and live events are critical to their organization’s success—which makes having the right production gear and support more important than ever.

To help you stay ahead of surprises, we put together this essential live event rental checklist. From audio equipment to video and rigging equipment, here’s what you need to pull off a professional, polished event.

Essential Audio Equipment

High-quality audio equipment is the heartbeat of any event. If your audience can’t hear clearly, engagement drops fast. Every event—big or small—needs reliable sound gear that matches the space and production scope.

Your basic audio rental package should include:

• Microphones: Options like handhelds, lavaliers, or headset mics, depending on the type of speaker or performance.
• Speakers: Line arrays for larger venues, or portable speakers for smaller rooms and outdoor setups.
• Mixers: Digital mixing consoles for managing sound levels, channels, and effects across multiple inputs.
• Cables: XLRs, power cords, DI boxes, and backups—always bring extras.

If you need help building your ideal audio setup, explore our audio rental options to get started.

Essential Lighting Equipment

Lighting can completely change the energy of your event. It highlights moments, directs focus, and builds your atmosphere. A well-designed lighting equipment setup makes all the difference.

Here’s what to consider:

• Stage lighting: Spotlights, wash lights, and intelligent moving heads for performance-focused visuals.
• Ambient lighting: Uplights, floodlights, or decorative bistro lights to enhance mood and fill the space.
• Control consoles: DMX controllers to manage and sync lighting effects with show cues.
• Mounting gear: Stands, clamps, and rigging hardware to position fixtures safely and creatively.

Not sure what to rent? Rent the right lighting for your event with support from our team.

Essential Video Equipment

In today’s media-rich events, video equipment is essential—especially for hybrid or streamed experiences. It also boosts engagement for in-person audiences through visuals, branding, and content integration.

Key video elements include:

• Projectors and screens: Choose HD or 4K resolution based on audience size and venue dimensions.
• LED video walls: Great for concerts, conferences, and any event needing high-impact visuals.
• Cameras: Used for live feeds, recording, or broadcast. Multi-cam setups improve production quality.
• Video switchers: Control transitions between sources like presentation slides, video content, or live feeds.

Check out our video rentals to find the right gear for your next show.

Essential Staging and Rigging Equipment

The gear that holds everything together—literally. Video and rigging equipment is crucial for a secure, flexible event layout.

Here’s what you need to think about:

• Stage platforms: Adjustable height stages for panels, bands, and keynote speakers.
• Backdrop structures: Use drapes, LED walls, or branded banners to frame your space.
• Rigging systems: Trussing, clamps, and structural mounts for lighting and video.

Our team makes sure every inch of staging and rigging meets safety standards and supports your vision. See our rigging and electrical options to learn more.

Other Crucial Equipment to Consider

Great productions rely on the little things too. These essentials often get overlooked—but they make or break a smooth show.

• Power distribution: Make sure your setup includes generators, surge protectors, and battery backups for continuous power.
• Communication systems: Two-way radios and comm headsets keep your crew in sync, especially during transitions or emergencies.
• Cable management: Cable covers and wireless routing keep your venue clean, safe, and visually polished.

Questions about setup or logistics?  Contact us and we’ll walk you through the details.

Pro Tips for a Flawless Event Rental

The difference between a good event and a great one often comes down to preparation. Even with the best gear, timing and coordination matter.

• Book early. Popular event production rental items—like LED walls and high-end consoles—get reserved quickly, especially during peak season.
• Plan for load-in and setup. Know your venue’s policies, timeline, and access points. Prepping with the venue ahead of time avoids surprise delays.
• Bring extras. Pack extra microphones, batteries, adapters, cables—anything small that could unexpectedly fail at the worst time.

For a deeper dive into AV prep, AVIXA’s AV Setup Guide outlines key steps for planning gear and layout that support seamless event execution.

Start Strong with the Right Gear

Your event is only as strong as the gear—and the team—behind it.

At Gear Connection, we help you build the perfect live event rental package. From audio equipment and lighting equipment to video and rigging equipment, we’ve got you covered. Whether it’s your first major show or your fiftieth, our team brings years of live event production experience and a no-surprises approach to every project.

Get in touch today and let’s make sure your next event starts strong—and ends even stronger.