12 Categories of Event Equipment to Permanently Outfit Your Event Venue
Are you starting an event venue from scratch? Or are you adding a venue space to your existing business? Among the many steps you need to take is deciding what event equipment should be a permanent part of your venue. And by permanent, we mean equipment you keep onsite. The equipment can be rentable. It can serve as a selling point to help bring in the kinds of events you envision. Or it can be practical items that no site should be without.
Although there are great articles out there on setting up a venue from lendingtree.com, specialevents.com, and peerspace.com, it’s hard to find anything when it comes to the actual event equipment you should consider purchasing.
That’s where Petra comes in.
Let’s explore 12 categories of event equipment that are appropriate for many different kinds of venues.
1. Equipment to Move Bulky Items
Events require moving your things out of storage onto the floor or moving in/out materials owned by those renting your space. Two of the most useful kinds of event equipment to purchase outright are dollies and hand trucks. Consider outfitting those hand trucks with covers. The padding protects whatever is being moved from getting scratched by the metal frames.
You, your crew, and those using your space will thank you for having these readily available.
2. PA Systems
Even small places, when filled with people, may require some sort of audio amplification system. PA systems and speakers come in all shapes and sizes. They range from something small enough to be carried over a shoulder to tripod-mounted beasts.
Microphones and microphone systems that feed those amplified speakers can be hardwired or work on either UHF or VHF wireless frequencies. Microphone stands are essential too.
However, if your event venue is going to incorporate a DJ, live audio mixing, music playback, or live bands, work with a sound pro to create a comprehensive, in-house sound system. Many of the components you need can be found here. Although many bands travel with what they need, you should be prepared to have much of your own gear that you can make available at an additional cost.
3. Podiums and Lecterns
Will you be hosting events where someone will address attendees, perhaps in a luncheon or meeting-style setting? Be sure to have portable podiums and lecterns available for use. You can offer them at no cost or perhaps add as a line-item on the space contract.
4. Projectors and Accessories
The ability to project business presentations, videos, web sites, and other media format is a must for many event venues.
Projectors are generally classified according to use such as home, work, classroom, and professional. They can be hung from the ceiling or placed on a flat surface either in front of the screen or behind a special screen designed for rear projection. Some are short throw, projecting a very large image with little space between it and the screen. And indoor venues operating in near darkness will not require their projectors to have as many lumens as outdoor or brightly lit sites. So, make sure you understand all the various kinds of ways your venue site can be used in order to invest in the right projector or projectors.
And don’t forget the projection screen! Although there might be a temptation to paint a wall white and call it done, images look better when projected onto a screen. Some screens stand on their own legs while others are ceiling mounted. There are even pop-up screens for more informal gatherings.
You might also consider having some laser pointers on hand. Just make sure they work with whatever projector or projectors you choose to have in-house. And be sure to keep a close eye on them! They might inadvertently walk away with the presenter.
If you’re looking to have an automated sequence of events such as a screen automatically lowering down from the ceiling when the projector is turned on, consult with an A/V custom installer who specializes in these kinds of systems.
5. Special-Effects and Mood Lighting
There are many options when it comes to special effect lighting. Some light sources mount on stands while others are designed to be hung from the ceiling on trusses.
Fog machines add an other-worldly atmosphere. Some even incorporate LED sequencing for stunning color effects!
For events that are more peaceful and less dynamic, consider LED café lighting. Strands are linkable and weatherproof, making them suitable for either outdoor or indoor use.
6. Video surveillance
Whether your venue is indoor or outdoor, you’re going to want to keep an eye on it. Video surveillance systems that use multiple cameras allow you to do just that.
There are two kinds of off-the-shelf wired systems. The first kind uses cameras connected by BNC cables, your AC outlets, and records to a DVR. The second kind uses PoE (Power over Ethernet) cables to carry the A/V signals and power together and records to an NVR. Some also store images on the Cloud (for a fee) or record directly to the Cloud with no onsite recording at all.
If you need just a few cameras, a wireless system will use your AC outlets to power the cameras and your venue’s WiFi to transmit signals. Recording is usually done to an SD Card which can be located on each camera or uploaded to the Cloud. Some come with a touchscreen monitor with an SD Card slot built-in so recording is done in a central location.
Most systems do not include a monitor, so be sure to budget for that. If you want the ability to keep tabs on things while away from the site, all systems will require your venue to have WiFi and the manufacturer’s app on your smartphone.
7. Setup, On-Floor, and Crowd-Control Communications
After you’ve decided on what you should purchase in the way of your main or core event equipment, you also need to decide on how to deal with other aspects of running your venue.
For example, you’ll communicate with your employees before, during, and after an event. A paging system may be fine when there’s little chaos or commotion. But once there’s activity, your needs will change.
Two-Way Radios
Walkie-talkies or their more professional-equivalent business radios are a great way to keep in touch with staff while everyone is on the go. Professional radios are often a more affordable option than a company cellular phone plan. And unlike consumer-grade walkie talkies, they may use VHF or UHF business band frequencies for clearer transmissions. Professional two-way radios are also more durable, have a longer battery life, and a higher output.
Bullhorns and Megaphones
Nothing grabs attention like someone wielding a bullhorn! Beyond basic voice amplification, a bullhorn may have added features such as a siren, separate handheld microphone, record and talk modes, and even a voice changer. They are available in different wattages. The higher the wattage, the longer the range. 50-watt megaphones can be heard up to 1,200 yards away!
8. Entrance Control
Have you considered how to ensure those entering your venue aren’t bringing in things they shouldn’t?
Handheld Wand Scanners
Security wands are a fast and easy way to check for metal. Plus, the ability to choose between audible alerts and vibration-only makes the process less threatening for everyone waiting in line.
No-Contact Thermometers
Hopefully, nasty viruses won’t raise their heads again to disrupt business. But investing in some easy-to-use instant-read thermometers is cheap insurance and a great way to prevent the inadvertent spread of illness to others.
9. Extension Cords
You may have wall outlets all over the place, but you’ll still need extension cords. Unfortunately, these may get damaged during use. Or, they may walk off after an event. Consider wrapping a distinctive tag around them to mark them as belonging to your event venue.
10. Tape and Cord Covers
To ensure electrical devices stay safely plugged in and don’t pose a trip hazard, you’ll need to tape down all cable and cord runs. Furthermore, you’ll want to make sure any carpet seams are securely taped. Duct tape and electrical tape as well as cord covers are great ways to keep things safely secured. Cord covers have the added bonuses of no sticky residue and a more professional appearance. Plus, unlike one-time use tape, you don’t have to replenish your supply of cord covers.
11. HDMI Cables and Adapters
HDMI is a standard connector format for gear that carries audio and video signals. You’ll need a wide variety of lengths and adapters in order to interconnect your own tech or gear that your venue users bring in.
12. First Aid Supplies
Finally, you hate to think of someone getting hurt on your property. But it can happen. For simple bumps and cuts, make sure you have a number of first aid kits throughout your venue site that are readily accessible by your staff.
Venue Victory
Running an event venue has great business potential. According to the U.S. Bureau of Labor and Statistics, “Employment of meeting, convention, and event planners is projected to grow 7 percent from 2018 to 2028, faster than the average for all occupations.” This means, of course, that the business category itself will grow as well.
So, invest in the bones of your venue. When it comes to the basic event equipment, don’t rent what you can own. And if you’re looking for an event equipment supplier that sells event equipment wholesale and has experience in event equipment sales, check out the wide array of products mentioned throughout this blog. They are available through Petra Industries at petra.com!