AV equipment hire or fully-managed production?
Do you simply need speakers, microphones or lighting equipment, or would you benefit from help planning, installing and operating the technical side of your event? Here's how to decide which level of AV support is right for you.
What's the difference between AV equipment hire and managed production?
AV equipment hire provides the sound, lighting or video equipment you need for an agreed period. Fully-managed production adds more comprehensive technical support, potentially including planning, installation, testing, coordination and operation during the event. You can also choose a middle option, such as equipment hire with professional installation or a technician for part of the event.
The right choice depends on your technical experience, the complexity of the event and how much responsibility you want to manage yourself.
This guide explains the available arrangements, what may be included, how costs compare and the questions to ask before booking.
Three ways to arrange your event AV.
Equipment hire and fully-managed production aren't the only choices. Different levels of support can be useful for different events.
These are common industry service arrangements, not fixed packages. Ask which options Hillside can provide for your particular project and exactly what's included.
What is AV equipment hire?
AV equipment hire provides the technical equipment required for an event, performance, presentation or installation.
Depending on the supplier and agreement, equipment may be collected, delivered, installed or supplied with additional support.
What equipment can you hire?
- PA speakers and sound systems.
- Microphones and microphone stands.
- Mixing desks and audio equipment.
- Lighting fixtures and controllers.
- Projectors and projection screens.
- Video equipment and displays.
- Playback and recording equipment.
- Suitable stands, cables and accessories.
What is dry hire?
Dry hire generally means hiring equipment without a technician to operate it during the event. Collection, delivery and installation arrangements vary between suppliers, so confirm what's included.
Who operates dry-hire equipment?
Under a typical dry-hire arrangement, the customer manages operation in accordance with the hire terms, equipment instructions and applicable safety requirements. Both parties retain their relevant legal and contractual duties.
When might dry hire be suitable?
It can work well when you know the equipment you need, have suitable technical knowledge, can provide the required power and installation arrangements, and have someone competent to operate it.
It usually means you're taking on more of the practical work and operational responsibility. Make sure you're comfortable with those arrangements before booking.
Explore Hillside's Equipment Hire services.
What does equipment hire with installation include?
Some customers want their equipment supplied and set up professionally but don't need a technician present for the whole event.
This can be useful for straightforward presentations, meetings, celebrations and events where the technical requirements remain relatively simple once the equipment is installed.
Delivery
Equipment transported to the venue at the agreed time, subject to access arrangements.
Installation
Agreed systems positioned, connected and configured by suitable technical staff.
Testing and handover
Equipment checked and basic operation explained before being handed over, where included.
Do you need a technician once everything is installed?
Not always. A straightforward sound system used for background music or occasional announcements may need limited adjustments. However, events involving regular changes to microphones, audio, video or lighting can benefit from additional support.
What if something goes wrong during the event?
Ask what technical assistance is available under the agreement. If no technician is present, understand who will troubleshoot the system and what help the supplier can provide.
Delivery, installation, testing, equipment demonstrations, collection and technical assistance may be included or charged separately.
What is fully-managed AV production?
Managed AV production involves broader technical services, potentially covering planning, equipment selection, installation, testing, coordination and operation throughout an event.
The scope depends on the event and what has been agreed with the supplier.
What might be included?
- Discussing event objectives and technical requirements.
- Reviewing the venue and audience arrangements.
- Recommending sound, lighting and video systems.
- Preparing technical plans.
- Coordinating with relevant suppliers.
- Delivering and installing equipment.
- Configuring and testing systems.
- Supporting rehearsals and soundchecks.
- Operating equipment during the event.
- Managing agreed technical changes and cues.
- Dismantling and removing equipment.
Does fully-managed production mean everything is included?
No. A managed service still has an agreed scope. Staging, temporary power, specialist rigging, filming, event management and other activities may be provided separately. Check what's included and who remains responsible for each element.
Does managed production replace an event planner?
No. An event planner usually coordinates the wider event, while an AV production provider handles the agreed technical systems and services. The roles work together but aren't interchangeable.
Hire the equipment you need. Add the support that makes sense. The right solution is the one that suits your event, experience and budget.
Dry hire vs installed hire vs managed production.
These typical differences can help you understand the options before comparing quotations.
| Consideration | Dry hire | Hire with installation | Managed production |
|---|---|---|---|
| Equipment | Supplied for agreed hire | Supplied for agreed hire | Supplied as agreed |
| Technical planning | Usually customer-led | Some advice may be available | Often included within scope |
| Delivery | Depends on agreement | Usually arranged | Typically coordinated |
| Installation | Usually customer-arranged | Supplier installs agreed systems | Managed within agreed scope |
| Testing | Customer checks after handover | Installed systems tested | Technical checks and rehearsals as agreed |
| Event operation | Customer or their team | Usually customer after handover | Technicians operate agreed systems |
| Technical changes | Customer manages | Extra support may be arranged | Managed within service scope |
| May suit | Experienced users | Events needing professional set-up | Complex events needing ongoing support |
Note: This is a general guide to common service arrangements. Exact inclusions and responsibilities vary. Compare the actual scope and terms of each quotation.
Is one option always better?
No. A smaller event may work perfectly well with suitable dry-hire equipment. Another might need professional installation. More complex productions can benefit from ongoing technical management.
When is AV equipment hire the better choice?
Equipment hire can be practical when you understand the technical requirements and have the knowledge to use the equipment appropriately.
Example: hiring a PA for a small event
An organiser running a straightforward event with a microphone and background music may be comfortable operating a suitable sound system. Dry hire or hire with installation may be appropriate depending on their experience and the venue.
Example: a performer hiring additional equipment
A musician or technician may already own most of their sound system but need an additional speaker, microphone or other item. Hiring the missing equipment may be more practical than booking an entire production service.
When might dry hire not be suitable?
- You don't know which equipment to select.
- You haven't used similar equipment before.
- The installation is technically complicated.
- Specialist electrical work or rigging is required.
- Equipment needs continuous adjustment.
- Several systems need coordinating.
- The programme leaves little room for disruption.
Do we have the people, knowledge and time to install and operate this equipment appropriately, or would additional technical support make more sense?
When is managed production worth considering?
Managed technical support can be particularly useful when several systems must work together or the programme requires active technical operation.
Conferences
Multiple microphones, presenters, screens, video sources and tightly planned changeovers.
Festivals
Outdoor sound, lighting, technical infrastructure and coordination across several suppliers.
Live performances
Sound mixing, playback, programmed lighting changes and timed technical cues.
Sporting events
Announcements, commentary, music and technical systems across different event areas.
Corporate productions
Presentations, branding, multiple displays, recordings and technical stage requirements.
Weddings and celebrations
Different spaces, live entertainment, sound systems and changing lighting requirements.
For specific guidance, see the Conference AV Checklist, Planning AV for an Outdoor Event and Wedding Sound and Lighting Guide.
Can you hire an AV technician without booking full production?
Some suppliers offer technician-only or partial-support arrangements. These may be useful when you already have equipment but need specialist help installing or operating it.
When might you need a sound engineer?
A sound engineer can be useful for live music, multiple microphones, active mixing, complicated sound systems and events with changing audio requirements.
When might you need a lighting technician?
A lighting technician can help install, configure or operate lighting for performances, presentations and programmed changes.
When might you need a video technician?
Video technicians can be useful for complicated presentation switching, multiple sources, live cameras or large display systems.
Can one technician manage everything?
Sometimes, for straightforward events. More complicated productions may need separate people for sound, lighting, video and other systems. Suitable staffing depends on the equipment and programme.
Hiring technical equipment doesn't automatically mean someone will be there to operate it. Ask whether technicians are included and what they'll be responsible for.
The practical advantages of managed AV production.
When an event's technical requirements justify it, a managed service can offer several advantages beyond equipment hire.
Suitable equipment
Recommendations based on the event objectives, audience and venue rather than an equipment list alone.
Technical coordination
Planning how sound, lighting, video, staging and relevant suppliers work together.
Installation and testing
Equipment prepared and tested before the event starts.
On-site operation
Technicians manage agreed controls, adjustments and changeovers during the programme.
Less for organisers
Agreed technical work is delegated, allowing organisers to focus on other event responsibilities.
Clearer communication
Defined technical contacts and responsibilities can make supplier coordination easier.
Is fully-managed production more expensive than equipment hire?
Usually, a more comprehensive service costs more than equipment-only hire because it involves additional planning, installation, staffing and operation.
However, the total cost depends on what's included.
What affects the overall price?
- Equipment type and quantity.
- Hire duration.
- Technical planning.
- Delivery and transport.
- Installation and dismantling.
- Rehearsals and testing.
- Number of technicians.
- Event operating hours.
- Venue complexity and access.
- Additional infrastructure.
Does managed production offer better value?
It can when the technical requirements justify it. A coordinated service may be more practical than hiring equipment and arranging multiple technical specialists separately. However, an experienced user with simple requirements may not need that level of support.
Can you reduce costs with partial support?
Potentially. You might arrange professional installation but operate suitable equipment yourself, or book a technician for a particular session. Ask your supplier which arrangements are practical.
The lowest equipment hire price isn't necessarily the lowest overall event cost. Check what's included, what's excluded and which responsibilities you'll need to manage yourself.
What responsibilities come with dry hire?
Dry hire offers flexibility but normally means the customer takes responsibility for more practical aspects of equipment use, subject to the agreement and applicable law.
What might you need to arrange?
- Collection or delivery.
- Suitable transport and handling.
- Safe equipment positioning.
- Appropriate electrical power.
- Connections and configuration.
- Operation during the event.
- Equipment security.
- Dismantling and return.
Who is responsible if hired equipment is damaged?
Responsibility depends on the hire agreement, circumstances and applicable law. Check the terms covering damage, loss, theft and equipment return before booking.
Do you need insurance for hired equipment?
Requirements vary between suppliers and hire arrangements. Some may require customers to have appropriate cover. Check what's required and what protection, if any, is included.
Does dry hire remove the supplier's safety responsibilities?
No. Both supplier and customer retain their applicable legal and contractual duties. Responsibilities should be clearly agreed, particularly for electrical equipment and specialist installations.
For more information about electrical provision and practical installation, read Event Power, Access and Set-Up.
What questions should you ask your AV supplier?
Before accepting a quotation, make sure you understand what's being supplied and what you're expected to arrange yourself.
- What equipment is included?
- Why is it suitable for our event?
- Is delivery included?
- Who installs and tests the equipment?
- Will someone explain how to operate it?
- Will a technician attend the event?
- What happens if technical assistance is needed?
- Who provides electrical power?
- What venue access is required?
- How much set-up and dismantling time is needed?
- Are rehearsals and soundchecks included?
- Who coordinates with other suppliers?
- What happens if the programme changes?
- What are the hire and return conditions?
- What insurance arrangements apply?
- What isn't included in the quotation?
Should you ask for different service options?
Yes, where practical. Comparing equipment-only hire, hire with installation and event operation can help identify which services you need and how each affects the cost.
For help preparing an initial enquiry, read What to Tell Your AV Supplier.
Common mistakes when choosing AV support.
A few common assumptions can lead to unnecessary costs or technical problems.
Choosing dry hire without experience
Make sure you have the knowledge to install and operate the agreed equipment appropriately.
Assuming installation is included
Check delivery, set-up, testing and collection arrangements before booking.
Forgetting on-site operation
Some systems still need someone to change levels, presentations or lighting settings.
Comparing different quotations
Equipment-only hire and managed production aren't directly comparable without checking the scope.
Overlooking the venue
Power, access, layout and existing equipment can affect the support required.
Paying for unnecessary services
Not every event needs comprehensive production. Choose support appropriate to the event.
What's the best way to avoid these mistakes?
Explain the event, venue and your team's technical experience. Ask suppliers to identify which services are essential and which could be added if needed.
Which level of AV support is right for you?
Use this checklist when comparing your options.
Consider equipment hire if:
Consider hire with installation if:
Consider managed production if:
Before booking any option:
Tell your AV supplier about your event, the equipment you're considering and the experience available within your team. They can help you understand which level of support is appropriate.
Hillside’s advice: choose the support your event actually needs.
The amount of technical support required depends on the equipment, the venue, the programme and who's available to operate the systems. Discussing those details early can help identify a practical arrangement.
Common questions about AV hire and production.
What does dry hire mean in AV?
Dry hire generally means renting sound, lighting or video equipment without a technician to operate it. Delivery, installation and other arrangements vary, so confirm what's included.
What's the difference between AV hire and managed production?
Equipment hire supplies agreed technical equipment. Managed production may include planning, installation, testing, coordination and technical operation during an event. Exact inclusions depend on the supplier and agreement.
Can I hire a PA system without a sound engineer?
Often, yes, where the system is suitable and the customer has the knowledge to use it appropriately. More complicated systems or live performances may benefit from professional support.
Can an AV company set up equipment without staying for the event?
Some suppliers offer delivery, installation and testing followed by handover to the customer. Check availability and the exact service arrangements before booking.
Is fully-managed event production more expensive?
Usually, because it involves additional technical planning and staffing. However, the overall value depends on the requirements and what's included in the quotation.
Do I need an AV technician for a small event?
Not necessarily. Simple equipment operated by someone competent may not need a technician throughout. More complicated programmes or systems can benefit from professional operation.
Can I hire a sound engineer or lighting technician separately?
Some suppliers offer technician-only or partial-support arrangements. Suitability depends on the event, equipment and technical responsibilities involved.
Who is responsible for power and safety when hiring AV equipment?
Responsibilities depend on the hire agreement, work involved and applicable legal duties. The organiser, venue, supplier and specialist contractors may each have responsibilities that should be clearly agreed.
Should I choose managed production for a conference?
It depends on the conference. A straightforward presentation may need basic equipment and set-up. Larger events with several microphones, presenters, video sources and technical changeovers may benefit from managed support.
Need equipment, support or a bit of both?
Tell Hillside about your event, the equipment you already have and how much technical support you think you'll need. Hillside can help you explore an appropriate arrangement without adding unnecessary complexity.
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