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Sound equipment rental: Everything you need to know

Edgar Vásquez
January 10, 2024
16 Min of Reading

Imagine the difference between an ordinary event and an unforgettable one. The key, undoubtedly, lies in the sound quality. With more than 15 years of experience in the live sound industry, I have witnessed how professional sound equipment rental professional sound equipment rental completely transform an event, ensuring clear communication, crisp sound and a flawless experience.

On the other hand, I have also seen the other side of the coin: events ruined by low-quality systems. Therefore, I tell you with conviction: quality must always prevail over quantity.

From Edgar Vasquez Audiovisual Serviceswe will guide you on how to rent sound equipment, from selecting self-powered speakers to finding the best wireless microphones to ensure that your event is memorable. Whether it’s your first time or you’re looking to perfect your choice, here you’ll find everything you need to know to make the right decision.

How does sound rental for events work?

Sound equipment rental offers a versatile option to provide any event, large or small, with a top-notch sound system without the burden of purchasing it. This alternative is perfect not only for those who lack in-depth technical knowledge, but also for those who are looking for a cost-effective and efficient solution.

This service proves to be an ideal choice for individuals, companies and event organizers alike, offering the possibility to obtain complete advice. Even with the option of contracting additional services such as the sound system for corporate or festive events by expert by expert technicians.

How is the rental of sound systems calculated?

The rental cost is calculated on a per day basis, with each additional day generally at a reduced rate, known as the “rental coefficient“. There are also promotions, such as weekend rateswhere equipment rental for a weekend is charged as if it were a single day, an attractive option for those on a tight budget.

For long term rentals of several weeks or months, it is advisable to meet with the audio company to discuss the details and possibly negotiate better terms.

What types of sound equipment can you rent?

First and foremost, these systems are very different from what you can find in online stores like Amazon or Media Markt. We are talking about true professional audio brands for concerts.

A complete sound system is initially made up of 3 elements: Microphones, Mixing desks and loudspeakers, these equipment are indispensable for the capture, manipulation, amplification and reproduction of live sound.

Below we will describe how they can be how they can be rented, either as an integral package or individually, depending on the specific needs of each event or project.

Rental of active and passive loudspeakers:

This type of equipment is designed for sound reproduction in environments and applications that require higher fidelity, durability and power than conventional speakers. We refer to leading brands in professional loudspeakers designed specifically for events.

There are passive passive loudspeakers which need external amplifiers and a certain level of technical knowledge for their operation, while active loudspeakers are active loudspeakerswith integrated amplifiers and audio processors are more accessible to users without advanced technical experience.

Here are 3 useful tips for your next sound system rental:

Portable battery-operated loudspeakers: Ideal for small and private events, both outdoors and indoors without access to electricity. Compact, with power ratings from 250W to 400W RMS, and sizes from 8 to 10 inches.
Full Range Loudspeakers: Ideal for corporate events and private meetings, where uniform sound is required throughout the room to communicate messages clearly. Sound systems between 700W and 1,000W RMS with a size between 10 and 12 inches are usually used.
Line Array Systems: Perfect for concerts and massive events, ensuring that the sound reaches large areas. These self-powered loudspeakers, which can deliver up to 2,000W and 3,000W RMS per unit, require specialized technicians for installation and calibration, which increases the rental cost.

2. Analog and digital mixing console rental

Mixing consoles are fundamental equipment to control and balance the signals coming from different audio sources before being sent to the loudspeakers. These signals usually come from microphones, instruments and pre-recorded tracks from a computer, cell phones or DJ controllers. We are talking about the leading brands of professional mixing consoles, specificallyspecifically created for use in events.

Analog audio desks offer fundamental controls such as equalizers, auxiliary sends and sometimes USB connectivity for USB sticks or Bluetooth for mobile devices. Whereas, digital audio desks provide both basic settings and advanced options, including noise gates, audio matrices, multitrack recording and playback capabilities, and the ability to connect to other digital desks.

In conclusion, if you want to rent professional mixing consoles you should know the following:

Analog mixing consoles: Ideal for small live performances or conferences with 3-4 microphones and background music. They usually have up to 12 and 16 channels.
Digital mixing consoles: Suitable for small and medium sized corporate events or small format live performances up to 18 audio channels. And the most ideal for large events such as congresses, trade fairs, corporate meetings, massive concerts, festivals or televised award ceremonies, from 48 and 64 channels upwards.

3. Rental of microphones for voices and instruments

These microphones are devices that capture sound with high accuracy in a variety of environments and outperform common microphones in fidelity, durability and versatility. They are crucial in studios, concerts, broadcasting, cinema and theater for superior sound quality. We refer to the leading brands in professional microphonesdesigned especially for events.

It is essential tounderstand that microphones can be classified in several ways, starting with the sound source to be captured . Capturing the sound of a drum kit requires a different type of microphone than that needed for the human voice. There are also several options for voice recording, such as handheld, lavalier, headset, desktop or lectern microphones, the latter being ideal for conferences and corporate events.

In addition to choosing the right type of microphone, it is also important to consider:

Use of recognized brands: Shure and Sennheiser are leaders in professional microphones for events, used by famous artists such as Taylor Swift y Shakira. Their reliability and quality are proven in massive events.
Wireless microphones are better: They offer greater mobility and convenience by allowing hands-free operation, but careful selection of radio frequencies is crucial to avoid interference.
Beware of the area where they are used: Radio frequencies vary by continent and country, affecting wireless devices. Knowing the frequencies allowed in your location (such as Spain) is essential to prevent interference during the event.

7 Frequently asked questions about sound rental:

As a sound company in Barcelona, desde Edgar Vásquez Audiovisual ServicesWe have specialized in providing a comprehensive and personalized service to our customers, always performing the best possible service. sound and lighting equipment rental with installation by our technical staff, however, we recognize the interest of numerous customers in renting equipment for their own operation. Here are the 7 most common questions about this service.

1. What is the best brand in sound equipment?

In the field of professional sound, choosing the right brand is crucial to ensure a high quality and memorable experience at any event. Several brands stand out for their innovation, exceptional sound quality, reliability and adaptability.

Some of the top brands in sound equipment include d&b audiotechnikknown for its loudspeakers; Digicoknown for its loudspeakers; Digico, known for its mixing consoles; and Shurea leader in microphones. Although these are some of the most recognized options, it is important to consider other prestigious brands that can complement and enrich the sound experience of your event.

2. What power should a good sound system have?

Choosing the right power for a sound system is crucial to ensure that your event has a sound that is clear and loud enough, but not overpowering or distorted. Here are a few hints:

For small events up to 100 people a sound system between 1,000W and 2,000W RMS.
For medium sized events up to 300 people, a sound system between 3,000W and 4,000W RMS.
For large events, up to 600 people, a sound system between 8,000 and 32,000W RMS.

On the other hand, it should not be forgotten that power is not everything. Speaker layout also plays an important role. So much so, that it is better to achieve a homogeneous sound throughout the venue than to have more frontal power from the stage.

3. What features should a good sound system have?

To ensure the success of any event, good sound equipment must meet certain key characteristics that guarantee a superior listening experience. Some of these are:

Clear and balanced sound: faithful frequency reproduction and wide dynamic range.
Reliability: Consistent, uninterrupted performance, crucial for live events.
Ease of use: Intuitive interfaces and simple configurations make it easy to use.
Versatility: Ability to adapt to different spaces and types of events.
Durability: Robust components withstand frequent transport and assembly.
Advanced connectivity: Compatibility with a wide range of devices for an integrated and efficient workflow, including various inputs and outputs.

4. What is the rental price of sound equipment?

The price of sound equipment rental may vary depending on several factors. The cost is influenced by the type of equipment you need, the quality, the brand and the duration of the event. As well as if you should hire professional sound technicians the cost increases.

Generally, audio companies calculate the rental of sound systems based on a percentage of the purchase value of the equipment, ranging from 5% to 10%. Additionally, hiring sound technicians can cost between €220 and €260 for an 8 to 10 hour day.

In short, the cost of renting sound equipment tends to be lower when the purchase price of the equipment is lower. However, it is important to remember that these savings may reflect inferior quality. You should consider this when selecting a sound company for your event, balancing cost and quality according to your needs.

5. What is the deposit for sound rental?

The deposit or bond on sound equipment rental acts as a financial security required by audio companies to ensure proper return of equipment. This amount, which is paid at the beginning of the rental, varies depending on the company and the value of the rented equipment, and is refundable if the equipment is returned in agreed condition and undamaged.

In situations of damage or late return, the deposit or bond may be used for to defray the cost of repairs or extra charges. It is essential to understand these terms before committing to a lease.

For trusted or repeat customers, some audio companies choose not to require a deposit. The amount of this varies by company policy, from 10% to 30% of the value of the equipment, or even a fixed amount to cover minor damages. Maintaining a positive relationship with the sound company could result in more flexible deposit terms.

6. What is a sound equipment rental contract?

The sound rental contract is an essential legal agreement that establishes the terms and conditions between the service provider and the client. This document is essential to clearly define the obligations, rights and expectations of both parties.

It contains information such as identification of the parties involved, payment methods, deposit or bond details. It also specifies the customer’s obligations regarding the handling and care of the equipment, and the guidelines to be followed in case of damage, loss or theft.

This document prevents confusion and ensures that both supplier and customer are aware of and comply with their responsibilities. It is advisable to review it carefully and ask for explanations of any doubts before signing it.

7. What is sound equipment rental insurance?

Sound equipment rental insurance is a vital measure of protection for both the supplier and the customer, insuring damage, loss or theft of equipment during use.

Given the high value and complexity of this equipment, this insurance is indispensable to reduce financial risks in events where the risks of accidental damage or failure are high due to transportation, installation and continuous use.

This type of insurance generally covers the repair or replacement of affected equipment, compensation for loss or theft, liability for damage to persons or property, and in some cases, expenses for the rental of replacement equipment.

Main cities for sound rental in Spain:

As is well known around the world, it is known that the Iberian Peninsula as a territory full of localities with a rich culture and vibrant events Thanks to this, hundreds of sound companies that offer services such as event sound and sound rental have not lagged behind in expanding throughout their potential cities.

Sound rental service in Madrid: being the capital of Spain, it is one of the most sought after and most prominent over the entire Spanish region, which is not for nothing, as it is known for its lively nightlife, emblematic theaters, and a wide range of cultural and musical events, such as the famous Mad Cool Festivalwhich attracts international audiences and artists every year.
Sound rental in Barcelona: It stands out for its varied music scene and renowned festivals, as well as shines in the business arena, hosting important corporate events such as the Mobile World Congress. A world-class event, focused on the latest technological innovations, and reflecting the demand for world-class sound solutions.
The sound rental service in Valencia: Occupying the third place, with its unique blend of tradition and modernity, it is established as an essential destination for event producers and companies that require sound rental in Spain. This city, famous for its vibrant cultural atmosphere and events such as the renowned Fallas of Valenciaa festival that combines art, music and pyrotechnics, offers an ideal setting for all types of hearing needs.
Last but not least, Murcia, Zaragoza, Malaga, Alicante, Asturias, Castellon and Granada complete the list of the top 10 cities for sound equipment rental in Spain. Each of these cities brings its own unique charm and capabilities to the sound rental arena, offering solutions for a wide range of events, from cultural festivals and concerts to corporate meetings and conferences.

Why rent sound equipment for events?

Renting sound equipment can be a strategic option for many events, offering significant benefits, but it also presents certain limitations that must be considered. Below, we explore the advantages and disadvantages of this option.

Advantages of renting sound equipment for your event

Cost-effectiveness: Renting sound equipment is often cheaper than buying it, especially for one-time or short-term events.
Access to state-of-the-art equipment: Allows the use of sophisticated and high quality equipment without the need for a large investment.
Professional technical assistance: Many rental companies offer technical support, ensuring that the equipment works properly during the event.
Flexibility: The possibility of choosing specific equipment for each type of event, from conferences to concerts, increases adaptability.
No need for long-term storage: Ideal for those who do not have space to store large equipment or do not use it regularly.

Disadvantages of sound equipment rental

Dependence on equipment availability: Desired equipment may not be available, especially in peak seasons.
Additional costs: Extra costs may be incurred for transportation, installation and de-installation of the equipment.
Confidence in supplier quality: It is essential to choose reliable suppliers to ensure equipment in good condition.
Limitations on customization: Rented equipment may not be fully customized to specific needs or personal preferences.
Charges for damage or delay: The customer is responsible for any damage or delay in return, which could incur additional costs.

Did you like our article about sound rental?

If you liked the information we shared with you in this post, remember who told you about it was Edgar Vásquez Servicios Audiovisuales. We invite you to explore our other publications about the wonderful world of events and the latest audio technologies.

We are constantly uploading new articles to keep our community of readers and regular customers informed, always contributing to a better world.

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Edgar Vásquez

Gran apasionado por el mundo de los eventos y experto técnico audiovisual con amplio conocimiento en Servicios Audiovisuales para eventos. 15 Años de experiencia, extraordinarias anécdotas y conocimientos por compartir.

Edgar Vásquez

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