When planning an event there are multiple variables and scenarios that need to be considered such as budget, location, health & safety (Covid-19 compliant), number of people attending, profit and loss of the event, type of equipment. That list is not exhaustive either because the thought process can change depending on the type of event. For example, the requirements for a business conference can be very different to an outdoor event or sporting event just to name a few.

This blog will be a brief guide on how your company can plan a successful and cost-effective event whether you need AV (Audio & Visual) equipment such as video walls, speakers, projectors, sound systems to hire/rent or you just need a standard event with no AV hire this blog will help you with your decision making.


The first stage is planning, what your main objectives is for this event? Is this a product launch, training event, business conference, outdoor party etc. If it is a product launch for example, is the purpose to drive brand awareness and who are the target market? You need to ensure that this event will deliver on what you plan and that you have the “right tools for the right job (event)”.

Then you should formally outline the project scope of the event meaning the number of attendees you need, is it a live event or virtual, location, date of the event and in the current situation is it safe to have the event in the first place and measures what need to be taken to reduce the risk of Covid-19 exposure.

We wrote a blog earlier on in the year about events post pandemic. Please see it here.


The next stage is very important because this is where you plan the budget for the event.

All things need to be taken into consideration at this stage such as AV equipment. Do you need to hire, or do you have your own? Will it be in Birmingham, London, Leeds, Manchester etc.

According to Qwick an example of an event budget breakdown for an average large-scale event:

Catering ~ 20%

Contingency ~ 25%

Decor ~ 10 %

Entertainment ~ 15%

Marketing ~ 7 %

Transportation ~ 3%

Venue & Equipment ~ 20%

Budgeting isn’t easy, but having a strong budget makes an event planner’s life simpler and it increases the chances for event success in the eyes of the host. That’s why it’s important to create a budget that covers all the essential event budget expenses.

Using a marketplace like Procure-Hire can help to reduce the cost of hiring AV equipment like projectors, microphones, LED screens, sound system and much more equipment because we use our network of suppliers to give you the best equipment at the lowest price. Furthermore, it will save you a lot of time finding the reliable suppliers. Thus, you can focus on other aspects of creating the event.

Creating a Team

Once you have the goals and budget sorted out the next stage is to create a project management team. Who will be organising and delivering this event to a the clients satisfaction.

This stage varies depending on company size but if you have the resources, it’s good to have:

  • Project Manager that will oversee the overall success of the event.
  • Main point of contact for the venue.
  • Marketing executive that ensures people know your event is on and targeting the right people.
  • Creative designer that will put together the visuals for the event.

It is important to note the above is very much depending on the type of event and the size of the company managing the event, so it is just a guide.

Organising and tracking the progress of your team is also important to create a successful event.

Setting a Date & Venue Location

The next phase is to thoroughly research the date and location (Assuming it is an in-person event). This is key to the success of your event because the timing will have to be right. For example, certain types of events can be cyclical, and it would be better to have an outdoor event in the summer rather than in the winter etc.

Location is key too because how convenient is it for your delegates to attend the event? and the cost of hiring the event venue too.

The best way is to have a list of 3-5 locations and dates. Then benchmark the pros and cons to determine the best possible outcomes. Also, the earlier you plan the better because you can negotiate better rates and it gives you more time to find AV equipment (If you need to hire) such as speakers, video walls, sound system, projectors etc. Plus, you can decide if you need an audio and visual engineer on site to not only set it up but manage the equipment during the event.

Commercial Aspects & Marketing

The next stages are marketing your event to the target audience, setting an agender for the event so that the audience knows the schedule of the event and what to expect. Furthermore, depending on the event inviting keynote speakers could be a good idea. This can take a while because you must find out who is free and if they would be relevant for the event you are hosting. For example, if it is business conference in the automotive sector who would be the most suitable person and add the most value as a speaker. This all needs to be researched.

If this is a large-scale event, then partnering with different sponsors and exhibitors will help make the event more valuable to your clients. Again, it’s also good to have a theme for the event. For instance, if you are planning an organic food event ask questions like who produces the best organic food, what sponsors or exhibitors want to increase their business in that sector etc. Then reach out to them and discuss sponsorship deals.

Executing the Event

Once this is all complete it is good practice to review everything such as budget, purpose of the event, sponsorship deals etc. Then the next stage is to execute the event and after that monitor the success of the event to help improve performance in the future.

How We Can Help

At Procure-Hire we can help you plan events in terms of hiring equipment due to the fact that hiring equipment can be a large part of your budget (20% according to Qwick) so it is vital that you are getting the best equipment at the best possible prices. We can help you with all you AV equipment hire needs from projector hire, laptop hire, sound system hire, camera hire, video wall hire and many more different AV equipment. Our B2B marketplace can help reduce your cost and time spent finding the best suppliers and reliable equipment for your next event.

You can create your free account here

Thanks for reading this blog and from all the team at Procure-Hire have a happy and prosperous new year!