The equipment hire process, step by step
Tell us about the event or site
Dates and times including bump-in and bump-out, headcount, the address, a floor plan if you have one, and what has to stay connected: payments, ticketing, streaming, cameras.
We plan and specify
We review the floor plan, or visit where the job needs it, and work out the connection, access points, switches, cables and any cameras. You get a written quote setting out the equipment, dates and terms.
We configure before the hire
Network names, passwords, separate networks for staff, guests, payments and cameras, and any backup connection are set and checked before the equipment leaves us.
Install or hand over
We install and test on site, or hand over a simple set-up ready to plug in. Ask which suits; larger set-ups with several networks usually need installation.
Support during the hire
The support level is agreed in your plan: a check-in after doors open, a visit when the layout changes, or someone on site at key moments if agreed.
Pack-down and collection
At the end of the hire we pack down installed equipment, or collect hand-over equipment, as arranged in your quote.
What we need from you to quote equipment hire
The quickest quotes start with a floor plan and a clear picture of the busiest moment. A conference with 300 delegates arriving at registration at once needs a different plan from 300 people spread across a three-day expo. Tell us what people will be doing online, not just how many there are: a room full of video calls at about 1.5 Mbps each way per person needs far more than a room checking email.
Mention the internet situation early too. If the site has no connection, a new fixed service can take from a couple of business days to several weeks to activate, depending on the address and existing equipment, so the internet often sets the timeline more than the equipment does. The event network planner gives you rough numbers to bring to the conversation.
Before you request an equipment hire quote
- Event or project dates, plus bump-in and bump-out times
- Confirmation that the venue allows outside WiFi equipment
- Headcount at the busiest moment, and whether they're staff or attendees
- A floor plan, site map or photos of the space
- Where the internet connection arrives, or whether there is one
- Anything that must stay connected: payments, ticketing, streaming, cameras
- Whether you'd prefer installation or a hand-over
- Who the contact on the day will be
Send a floor plan or the venue name. We reply with what the network needs and one written quote.
Common equipment hire questions and where they're answered
People often ask about terms before anything else. Here's where each answer lives, so nothing is a surprise:
| Question | Where it's answered |
|---|---|
| What does it cost? | Quoted per event or site after a floor-plan review |
| Is there a bond or deposit? | Your written quote |
| What if something is damaged or lost? | The terms in your written quote |
| Are there delivery or collection charges? | Listed in your written quote |
| Is there a minimum hire period? | Your written quote |
| What if the event is cancelled or moved? | The terms in your written quote |
| What support do we get during the hire? | Agreed in your plan |
If anything in the quote is unclear, ask before you confirm and we'll explain it.
Installed hire or hand-over hire: which suits
Both options start the same way, with a plan and pre-configured equipment. The difference is who sets it up on the day.
Installed hire
We bring, place, connect and test the equipment, then pack it down at the end. Suits conferences, multi-network events, outdoor sites, CCTV and anything with cable runs.
Hand-over hire
Equipment arrives configured with your network names, ready to plug in. Can suit a single small room, a mobile hotspot or a straightforward mesh set-up.
A mix of both
The core network installed by us, with simple extras such as a hotspot for a roving team handed over to the people who'll carry them.
Questions people ask
How far in advance should I book equipment hire?
Book equipment hire as early as you can, especially if the site needs a new internet service, which can take from a couple of business days to several weeks to activate. Earlier booking also leaves time for a floor-plan review and configuration. Short-notice jobs are still worth asking about. See when to book event WiFi.
Do you deliver hire equipment or do I collect it?
How equipment gets to and from your site is set out in your written quote. For installed hires, we bring the equipment, set it up and pack it down. For hand-over hires, tell us where and when suits you, and the arrangement, including any charges, will be in the quote before you confirm anything.
Is there a bond for event equipment hire?
Any bond, deposit or payment terms for event equipment hire are set out in your written quote, so you'll see them before you confirm anything. If something in the quote isn't clear, ask us before you book and we'll explain it in plain terms.
What happens if hired equipment is damaged or lost?
What happens if hired equipment is damaged or lost is covered by the terms in your written quote, so check them before confirming. On installed hires we place equipment out of public reach where possible and plan cable protection, which lowers the risk. Our guide to protecting event network equipment has practical tips.
Can I change the equipment after I've booked?
Changes are common, because headcounts move and floor plans get revised. Tell us as soon as something changes and we'll update the plan and the written quote. Changes are easiest before configuration; once equipment is on site, adjustments are handled within the support level agreed in your plan.
Can you install the hired equipment for us?
Yes. Installation, testing and pack-down can be part of any equipment hire, and for cabled access points, outdoor units, CCTV and multi-network set-ups we recommend it. For a simple room or a hotspot, hand-over hire may be enough. See our event WiFi hire service for the full end-to-end option.
