One of the first aspects art galleries, institutions and private individuals preparing an event must decide on before they even start compiling it, is whether they are going to get the things they need from an exhibition equipment hire company, or are they going to buy the necessary material they need to create the event’s landscape they visualize. Most experienced event organizers can assist gallery management and other prospective exhibitors in deciding what to rent and what to buy. In many instances, the final decision is to purchase certain items and rent the rest.

In this article, we look at a few important financial and logistical implications of both options.

Cost effectiveness

Equipment

Event organizers and gallery accountants have calculated that renting is about one-third the cost of buying equipment. To use exhibition hire services will be the smart choice if you have to work with a tight budget. However, if you are going to use the same systems more than three or four times in the following few months, and you have the funds available, it is financially better to buy everything.

If you do not plan to use it often, renting becomes the better option. There are always new developments and hanging material coming onto the market and after 18 or more months your systems may be outdated. With hiring, you always have access to state-of-the-art apparatus.

Furniture

Even when the organization decides to buy most of the hanging apparatus, it may be a good option to use an exhibition furniture hire company to obtain pieces that specifically suit the event. In many instances, an event needs specific types of furniture and you can not re-use previous events’ furniture. If you’ve bought furniture it is possible that you’ve wasted money on items you can never use again.

Logistical aspects

Booth rental, stands and displays

Usually it is better for exhibitors who don’t have permanent exhibition space, but take their events to various venues, to make use of exhibition stand hire and exhibition display hire companies. Stand and display renting companies eliminate the time-consuming work to adjust existing stalls to fit other venues because they offer customized booth designs and displays.

Storage

Exhibitors and galleries buying booth sections, stands and displays, must have store rooms or other spaces available to store all the pieces when they are not in use. If you rent the material, the companies deliver, set up, and afterwards, clean up and remove everything.

Rule of thumb

The rule of thumb:

• If you foresee using the material quite often and you can afford it, buy it.
• If you don’t know whether you’re going to use the equipment again soon, it is better to hire.

You can buy apparatus and material at various outlets, and there are companies specializing in exhibition hire in Sydney and all over Australia.