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how soon should i contact av company

How Soon Before My Event Should I Contact GSE AV?

AV can often be confusing, especially if you are new to renting various types of equipment. You need to make sure you have the right equipment, and one important point to note is that you should contact GSE AV – your AV rental company in Orlando,  with enough time for your rental request to be fulfilled properly. 

How Soon Before My Event Should I Contact GSE AV?

When you’re considering how much time you should have before you contact AV Rental Company, first think about the size of your event. Realistically, the larger the event, the more time will be needed to plan for it. You’d need to set aside more time to give your AV rental company to get your equipment reserved and any equipment transfers completed.

This is because you will obviously need more equipment than if you were working on a smaller event. As a general rule of thumb, you can start planning and notifying GSE AV 3 to 8 months prior. It might take only 1 months to get everything together, but if you’re working on a huge annual event, you should try putting together your plans with 4 to 8 months of time.

All those months will involve planning and organizing your event, considering how much and what types of equipment you will need, what types of technology you might use, scheduling the labor requested and providing GSE AV with enough time to gather all of the resources you will need.

Most larger projects will take around 3 or 4 months. You may want to consider talking to our representative earlier than that to ensure that you get the right equipment for your event. If you have a smaller project, you might be able to get everything set up in around 1 or 2 months instead.

The Rental Process

You should already know the general needs of your event. Like knowing how many rooms you will have available for your attendees.  This will tell us roughly how many screens and projectors you might need, discuss how many microphones you have in mind, and what other core essentials you may want to make your event a success. To organize the process, try and make a list of your essentials prior to calling one of our sales advisers. As one of the premier AV rental companies in the country, you can rest assured that we have the latest technology in AV equipment and constantly ensure that our equipment is in the best condition. 

We try to make the process hassle-free for you. Leave it to us to plan out your AV equipment if you’re unsure, and we’ll even set up everything for you. Our trained Project Manager will be there with you to ensure that your show will run smoothly.


There’s a lot that goes into planning any event, and that includes planning for what type of AV equipment you will need and how much of it you will need. To give your event the best chance of running smoothly, ensure that you set aside enough time for your own planning and for us to organize everything for you. If you have any further questions, don’t hesitate to call us; your very own GSE Audio Visual Project manager will be more than happy to help.

CALL US AT 1-888-573-6847 TO GET STARTED