AV Rental vs AV Production: What’s the Real Difference and Which One Does Your Event Need?

When most clients approach us they say we “need AV,” what they really mean is:

• microphones that don’t cut out

• screens that look sharp

• sound that is clean and free of feedback

• presenters who don’t panic

• a show that runs on time

• and an audience that trusts the brand

But here’s what many clients don’t realize:

AV rental companies are built to provide gear. AV production companies are built to deliver outcomes.

And choosing the wrong one doesn’t just affect equipment — it affects confidence, flow, and the overall event experience.

Let’s break it down.

What an AV Rental House Is Built For

An AV rental house exists to manage one thing extremely well:

Inventory.

They own and maintain equipment, and their job is to:

• rent it to clients

• deliver it

• set it up

• tear it down

• and make sure it powers on

Most rental-focused AV companies operate off a pick list mindset:

“You ordered this. We delivered this. It works.”

That’s not a bad thing — it’s just a different business model.

AV rental is perfect when:

• the event is low-stakes

• your agenda is simple

• you only need basic sound + a screen

• you have internal staff who can run the show

If your event is straightforward and you know exactly what you need, rental AV can be a cost-effective solution.

What an AV Production Company Is Built For

An AV production company is built for one thing:

Execution.

Production companies don’t just supply equipment — they design and manage what happens during the event:

• the sound mix

• the lighting feel

• video switching

• slide transitions

• presenter confidence

• timing and pace

• show cues

• troubleshooting under pressure

Production teams think in terms of:

Experience. Flow. Outcome.

Because the real goal isn’t “Does the screen turn on?”

The real goal is:

“Does the event feel seamless and professional?”

The Biggest Difference: Gear vs. Outcomes

Here’s the simplest way to understand it:

AV Rental House: “We deliver equipment.”AV Production Company: “We deliver the show.”

Rental houses are there for the gear.Production companies are there for the result.

Staffing: Who's Available vs. The Right Person for the Right Show

This is the part people don’t talk about…

Rental House Staffing

Rental houses typically staff events from inside their shop. Often that means:

• whoever is available

• whoever isn’t booked

• whoever can push cases and set up gear

  
  

You might get a solid tech.You might get someone average. You might get someone who’s never run a high-pressure show.

That inconsistency is normal in the rental world — because the service model is built around logistics, not show leadership.

Production Company Staffing

Production companies staff differently.

They assign:

• the right technician

• with the right experience

• for the right type of show

• at the right time

Because in production, the crew matters as much as the gear.

The “Extra Gear” Difference: Rental Thinking vs. Solution Thinking

Here’s another major difference that clients don’t see until show day.

Rental AV mindset:

“Send what’s on the pick list.”

Production mindset:

“Send what’s needed to guarantee the outcome.”

At Stratum, we don’t just ship what was ordered — we intentionally send extra gear and redundancy because:

• speakers sometimes need extra confidence monitors

• presenters request last-minute laptops

• microphone needs change

• staging changes

• lighting feels flat when the room fills up

• video needs fail proof options

• the show evolves in real time

Because a production team understands a truth rental houses don’t have to own:

The show isn’t happening in a warehouse. It’s happening live.

That’s why we don’t think “rental.”

We think:

• solution

• risk reduction

• client support

• deliver the outcome

Why This Matters: Your Event Has Risk

If your event is a small internal meeting, rental AV may be fine.

But if your event includes:

• executives

• keynote speakers

• clients

• sponsors

• livestreams

• a large audience

• brand reputation

Then the risk is higher.

And in high-stakes events, the question shouldn’t be:

“What’s the cheapest AV?”

It should be:

“Who is responsible for the outcome?”

AV Rental vs AV Production: Quick Comparison

Factor	AV Rental House	AV Production Company
Focus	Equipment	Outcome
Staffing	Whoever’s available	Right person for the show
Planning	Minimal	Deep run-of-show planning
Execution	Setup + support	Full show execution
Redundancy	Rare	Intentional
Responsibility	Mostly on client	Owned by production team
Best for	Low-stakes, simple events	High-stakes, brand-critical events

When Should You Choose AV Rental?

Choose rental AV when:

• the event is simple

• the agenda is low pressure

• you have someone on your team who can run it

• you want gear only

Examples:

• low friction breakout rooms

• simple training sessions

• small meetings with minimal technical needs

• community events

When Should You Choose AV Production?

Choose AV production when:

• the show needs to feel polished

• you can’t afford technical issues

• you want confidence and flow

• you want the audience experience elevated

Examples:

• corporate conferences

• franchise meetings

• annual meetings

• galas

• sales kickoffs

• product launches

• livestream events

Final Takeaway: If the Event Matters, Choose the Team That Owns the Outcome

There’s nothing wrong with AV rental houses. They have their purpose.

But if your event matters — and you want a flawless experience — you want a team that thinks beyond a pick list.

Because rental AV sells gear.

AV production protects the experience.

And at the end of the day, it’s not about the gear.

It’s about what your audience remembers.