Rent conference and meeting equipment

There is no practical difference between conference technology and meeting technology. Both refer to the equipment for an event, charged at a daily rate. Whether you call it renting or hiring makes no difference either: you pay a rental fee, which includes insurance, accessories, and an on-site contact person.

The rental process is straightforward: book online, pick up for free or have it delivered, and return it after the conference. All items are available without a security deposit, and no email inquiry is necessary. Our service includes delivery, setup, and on-site support, which costs €59 per hour or part thereof.

Our rental service serves companies, associations, universities, and clubs. Typical formats include annual meetings, general assemblies, seminars, training sessions, internal workshops, press conferences, and trade fair appearances. For each of these, the workflow in the room matters more than the occasion itself: If there is a presentation to the front, signal distribution is key. If group work is involved, writing surfaces are essential. If some participants are joining remotely, video technology is added. On this basis, any event setup can be configured, regardless of the content being presented.

The range includes presenters, adapters, and splitters for signal distribution, two conference cameras and a video switcher for hybrid formats, pinboards and moderation kits for group work, as well as a lectern with its own screen, plus two ready-to-use sets. Companies that regularly rent conference technology usually book the same setup, which saves time on coordination for future events. What is intentionally missing is interpretation equipment, simultaneous interpretation booths, and voting systems, as these are specialized trades requiring their own personnel.

Renting conference technology is a subset of event technology. Media technology also includes projection and screens, while audio technology covers sound systems, PA systems, and microphones, plus lighting, stage equipment, and LED walls for large areas. Each of these categories has its own pricing, as the selection is based on different requirements. If you are looking for presentation technology, you are in the right place: in practice, the term means the same thing—everything that sits between the laptop and the audience. Support is available daily via phone and WhatsApp, and for questions regarding collaboration across multiple events, we can also provide a dedicated contact.

Regarding availability: Not all items are located in the same city. Presenters and adapters are available at all 28 locations, while moderation materials and lecterns are only at select ones. The catalog shows which items are available in your city as soon as you enter your location. If nothing is available there, neighboring locations will supply them. Because conference dates are set well in advance and stock levels for each item are limited, booking early is more worthwhile here than in any other category.

‍

Technology for corporate clients: What’s different compared to a party?

Conferences and other corporate events follow different rules than private functions. The date is set months in advance, the schedule is tightly timed, and someone in accounting needs to process the invoice. Four factors make all the difference.

Dedicated contact person

At each of the 28 locations, there is a local contact person who knows the inventory, the routes, and the city's common venues. For recurring appointments, you will have the same contact, so you don't have to explain your setup every year. Available daily from 8:00 AM to 10:00 PM, by phone and via WhatsApp.

Predictability instead of a quote cycle

Prices and availability are online, and booking is immediately binding. This saves you the usual cycle of inquiries, follow-up questions, and quotes, which can easily eat up two weeks for conference dates. If you still need a formal quote for approval, you can get one.

Advice on local conditions

Planning a conference rarely fails because of the equipment, but often because of the room. Your contact person knows the common locations in their city from experience and can tell you in advance where the power outlets are and how long the distances are. This advice is free and saves you from having to make a second attempt on the day of the event.

Lead time for fixed dates

Conference dates rarely change. That is exactly why booking early is more important than for a private party: there is only one of each lectern and complete set available. If two companies target the same trade fair Tuesday, the order of booking decides who gets the equipment.

Receipts for accounting

Bookings include an order confirmation and an invoice with VAT shown, both as PDFs. There is no security deposit that needs to be refunded later. This saves you from having to explain to your accounting department why an amount was deducted and then returned weeks later.

‍

Lectern, pinboard, and camera: What does the room need?

The room itself plays a role. A lectern requires about one square meter of floor space and a nearby power outlet to supply the display. On stages, you also have to consider whether the cable can be laid neatly, as a tripping hazard in front of an audience is noticeable. A pinboard can be used on both sides, making it suitable for two groups at once; it just needs clear wall space to display the results.

‍

‍

The second room-related question arises as soon as someone joins remotely. A conference camera belongs at the eye level of those seated—on the table or below the screen, not on the ceiling. It needs a clear view of the group and a location where the USB cable can reach the laptop. Backlighting is the most common mistake: if the group sits in front of a window, their faces will remain dark, no matter how good the camera is.

The most common technical glitch with external feeds is simple: the laptop only has USB-C, but the socket in the room requires HDMI. That is why an adapter is available at all 28 locations and should be included in every booking, even if the speaker claims they have everything they need.

‍

Video conferencing and hybrid meetings: What do you need?

Since conferences have become regularly hybrid, the technology for remote participants must be added to the equipment in the room. Four factors determine whether the guests in front of the screen will have a good experience.

Switching images instead of panning the camera

As soon as more than one image source is involved, the camera alone is not enough. A video switcher takes up to four HDMI sources and switches between what is currently being displayed: slides, camera, or external feeds. The ATEM Mini Pro streams directly to popular platforms while simultaneously recording to a USB drive.

Two cameras to choose from

The Logitech MeetUp costs €114.90 per day and, with its 120-degree field of view, covers seats right next to the camera, plus it features motorized tilt and three microphones. The more affordable camera at €79.90 automatically zooms in on the person speaking. Both connect to a laptop via USB and are recognized by Zoom, Teams, or Meet without the need for drivers.

Audio is more important than video

Remote participants might forgive a mediocre image, but they will tune out after ten minutes if the audio is poor. A laptop's built-in microphone picks up the entire environment, including ventilation and shifting chairs. For a hybrid meeting, a microphone should therefore be placed near the speaker, not in the middle of the table.

We do not install permanent conference systems

Permanently installed conference systems with ceiling microphones and table units are not part of our offering, as they are mounted into the room and are not portable. The video technology here is mobile and can be dismantled in just a few minutes. For streaming from a permanently equipped hall, the in-house technical team is the better option.

Cleanly convert signal formats

If a camera with an SDI output is involved, it won't connect directly to an HDMI input. A cross-converter converts in both directions and also adjusts for differing frame rates. This is the piece of equipment no one plans for, but which saves the event on-site.

‍

Net invoicing for corporate clients: How does the billing process work?

All prices in the catalog and tables are gross prices including VAT, ensuring that both private individuals and companies see the same figure. The invoice will show the net amount, the tax rate, and the tax separately. For corporate clients, this is the crucial point, as the stated tax is deductible as input tax. You can enter your company name, address, and VAT identification number during the booking process.

For corporate clients from other EU countries, invoices can be issued excluding VAT if a valid VAT ID is provided. The tax liability then shifts to the recipient, known as the reverse-charge procedure. Whether this applies to your booking depends on the company's registered office and the place of service, which will be clarified before confirmation. Please provide your VAT ID during your initial inquiry so the invoice is correct from the start.

For approval in larger organizations, we can provide a formal quote prior to booking upon request. Order confirmations and invoices are sent as PDFs, and no security deposit is required. This keeps your accounting process streamlined into a single transaction.