Renting technology for events – how rentable technology saves resources

Whether large trade fairs, in-house conferences or interactive roadshows – events will be an integral part of B2B marketing and corporate communications in 2025. However, with all the innovation and impressiveness that modern events offer, the focus is increasingly on efficiency. The topic of “renting technology for events” is becoming increasingly important, especially in terms of costs, logistics and sustainability.

But why is renting technology not only practical, but also a strategic step towards sustainable event planning? Which technology makes sense to rent and what are the advantages for companies? In this article, we look at this topic in detail.

Why rent technology instead of buying it?

In the dynamic world of event planning, it hardly makes sense to buy every technical component you need. The requirements for technology vary greatly depending on the event: from the number of devices to concrete specifications. In addition, many devices are only used for a short time – often just a few days.

The alternative to buying is clear: rental. Renting technology for events offers numerous advantages, in particular:

Cost transparency: No high investment costs, but predictable rental flat rates.
Flexibility: Book suitable devices for individual projects at any time.
Maintenance & support: Technical support and replacement service included.
Scalability: Technology available in any quantity for any event size.

What technology can be rented for events?

The range of rentable technology for events has grown enormously in recent years. In addition to classic presentation solutions, mobile devices and interactive technologies are now increasingly in demand. Those wishing to rent high-quality Apple iPads, for example, benefit from individually preconfigured tablets that are perfect for participant registration, digital surveys or check-in processes. For particularly high demands, the iPad Air M2 with 11 inches is also available, ideal for modern presentations or creative workshops, for example.

Technology	Typical areas of application	Special features
Tablets (e.g. iPads)	Participant registration, feedback forms, digital surveys	Individually preconfigurable with your own software
Laptops & notebooks	Workshop stations, streaming control, DJ workstations	Powerful hardware, with matching software on request – rent the Lenovo ThinkPad T14 as a premium device, for example
Displays & touchscreens	Product presentation, interactive info points	High resolution, mobile use
Barcode scanners & POS systems	Trade fair sales, access systems, check-in processes	Real-time data synchronization possible
Router & WLAN technology	Internet infrastructure for locations without a fixed network connection	Stable high-speed network over time

In addition, innovative devices such as the Surface Pro 10 are becoming increasingly important, especially for hybrid workshops and creative collaboration formats. For professional video broadcasts and presentations, it is advisable to rent a modern business projector to create impressive images and presentations on large screens.

Renting conserves resources – a look at sustainability

Another often underestimated aspect of renting technology is its contribution to sustainability. Especially in the B2B sector, where sustainability strategies are increasingly seen as a competitive advantage, resource-saving event management is a field of the future.

How technology rental protects the environment:

Less electronic waste: rental appliances are used several times and regularly serviced – instead of being disposed of after a few uses.
More efficient use of resources: Shared use reduces the amount of hardware produced.
Logistics-saving: Many providers deliver “just-in-time” with optimized route planning.
Reduced CO₂ footprint: no overproduction, no warehousing by the customer.

Especially when events are regularly held at different locations, the idea of sustainability pays off twice over. Companies not only present themselves as modern and efficient, but also ecologically responsible – an image aspect that is becoming increasingly important.

Case study: Technology rental at a Europe-wide trade fair

A medium-sized industrial supplier was planning a comprehensive trade fair campaign with stops in five major European cities in spring 2025. The core requirement: a digital trade fair stand with interactive touchpoints in the local language, including a livestream interface for virtual visitors.

By renting mobile end devices – including specially selected iPads, powerful laptops for streaming and stand-up operation and large-format displays for visual presentations – the provider was able to save a lot of time and money. All devices were configured by the technology rental company, delivered on site and handed over ready for use. After the event, they were collected and prepared for the next customer. The project manager’s feedback: “Never buy again – by renting the technology, we were able to move quickly, flexibly and save resources.”

Renting technology for events: The procedure

Renting technology is easier than many people think. Modern rental portals often already offer online processing with equipment selection, delivery address and return details. Nevertheless, personal consultation is recommended for complex events to ensure that all technical requirements are covered.

The typical steps in the rental process:

Device selection: Needs analysis according to event format – for example, choose between iPads, the iPad Air M2, the latest Microsoft Surface Pro 10, Lenovo ThinkPad T14 or other laptops to suit the area of application.
Offer and advice: Technical alignment and compatible devices are coordinated
Configuration & logistics: Devices are provided with the desired software and delivered “ready to use”
Support during the event: Optional technical support or replacement devices are available
Collection & cleaning: After the event, the equipment is collected, checked and prepared for the next use

Latest trends 2025 in the event technology rental sector

Even if the idea of rental sounds classic – the implementation has long been high-tech. Current developments in the rental sector include, for example, powerful business routers such as the FRITZ!Box 7490 for stable Internet connections even at difficult event locations. Business projectors for flexible presentations or Surface devices for demanding hybrid formats are also in demand.

5G-capable routers & devices: Fast network infrastructure even at outdoor events without Wi-Fi access
Cloud-ready hardware: all data automatically synchronized, ideal for hybrid events
Remote management: landlords can manage devices remotely or provide support
Preconfigured templates: Frequent usage scenarios such as check-in solutions or live surveys are already prepared

Providers have long since gone beyond delivery – they are becoming partners for the successful implementation of digital live communication.

Frequently asked questions (FAQ) about technology rental for events

How long in advance must technology be rented?: An early request (at least 2 weeks in advance) ensures equipment availability. Short-term rentals are often also possible at short notice.
Can I rent technology for an event in several cities?: Yes, many rental companies offer nationwide or Europe-wide delivery and logistics.
Do I get support during the event?: As a rule, a support team is provided, optionally also with an on-site technician.
What happens if a device breaks down during the event?: Most providers offer replacement devices or a replacement guarantee during the rental period.
Can devices be preconfigured with our business software?: Yes, on request, the devices can be set up exactly as specified, including logos, apps and access points.

Conclusion: Renting technology for events is a win-win solution

If you want to organize successful and sustainable events in 2025, there is no getting around the rental of modern event technology. Whether it’s savings in resources, flexibility in implementation or cost-efficient planning – the arguments are convincing across the board.

Companies benefit from:

Maximum customization depending on event type
High technical quality and maintenance-free
Low initial investment
Contribution to sustainability and green events

Take advantage of the opportunities that technology rental offers you for your next corporate event. Let us advise you and request the right technology on our offer page today – individually pre-configured, all equipment available immediately and delivered ready for use.

Request technology for your event now →

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Renting technology for events – how rentable technology saves resources