Americans have an affinity for meeting. No matter what an organization's size or the type of product or service it offers, there will be meetings - routine daily and weekly meetings, training meetings, department meetings, multi-department meetings, sales meetings, planning meetings, quarterly and annual meetings, meetings to mark significant anniversaries, meetings to make announcements and special meetings.
Many organizations choose not to invest in the specialized items necessary to conduct meetings. Renting is accepted as a practical and economical way for obtaining meeting equipment, and meetings offer a profitable source of business for rental centers with the inventory and commitment necessary to satisfy business meeting clients.
Customer needs vary widely. Depending on the size and scope of a meeting, rental items may include a stage, one or more lecterns or speaker's podiums, basic sound equipment (cordless microphone systems are increasingly popular), easels and writing boards, chairs, tables, pedestals, plants and flowers, portable lighting and audio-visual equipment including VCR players and monitors, slide and overhead projectors and projection screens.
Programs at today's meetings often are extremely sophisticated.
"The rental of presentation equipment is becoming much more commonplace and equipment is technologically more advanced," said Bruce McCullough of Sound-Craft Systems, Morrillton, Ark. "There is a heavy emphasis on LCD video projection, often interfaced with computers, LCD platen combinations, and even teleconferencing. Much of this equipment is beyond the realm of the general rental firm but, by the same token, so is its rental cost for smaller businesses. As a result, there is a very healthy market out there for the basics: tripod projection screens, easels, lecterns, etc., and they are being ignored by audio-visual rental specialists who focus on big-ticket items."
Many meeting planners include small trade shows held in conjunction with meetings. Various departments set up exhibits and individual booths. Such functions offer the opportunity to rent standard exhibit pipe and draping, draped tables, chairs and stanchions to direct the flow of pedestrian traffic.
Also popular are meetings that follow a theme. Often they are based on an organization's slogan, the introduction of a new product line or theme, seasonal holidays or special events. Alert rental personnel often can substantially increase the amount of business written for a meeting simply by suggesting the use of decorative items such as pennants, flags, streamers and profitable disposable products.
International themes are popular and can be easily implemented with flags of various countries, signs and banners and posters available from tourist offices in the United States and many foreign countries.
Large meetings usually include one or more meals, so these events can provide the opportunity to rent additional tables and table coverings, chairs, food-service equipment and utensils, dishes, glassware and other decorative items.
A party - also often built around a theme - is a part of many meetings and provides additional rental opportunities for portable bars, food-service items and more decorations. Weather permitting, parties often are held outdoors so additional rentals may include tents, canopies and portable grills.

Who rents meeting equipment?
Businesses renting meeting equipment range from huge corporations to small local companies. Meetings aren't limited to for-profit organizations. Meetings are held regularly by educational institutions, churches, civic groups, clubs, associations, charitable and fund-raising organizations, and agencies of local, county, state and federal governments.
Most major cities now have several companies that specialize in planning and coordinating meetings and special events. Establishing a working relationship with these firms can lead to continuing rental business. Other good sources to contact are catering companies, hotels and operators of other facilities, along with businesses such as banks, utility companies and shopping malls that make public rooms available for meetings.
Chambers of commerce and visitors bureaus maintain calendars of meeting schedules and can provide information on sponsoring organizations, often with contact names. Many large businesses and organizations have a meeting planner or coordinator, usually employed within the structure of sales, marketing or public information departments.
Most meetings, however, are under the supervision of people who have little or no experience planning and coordinating details of meetings. Many companies make a practice of rotating meeting responsibilities, thereby ensuring that meetings always are directed by someone who knows nothing about planning and coordinating meetings. So the assistance of rental personnel can be invaluable for inexperienced employees charged with meeting responsibilities. Suggestions and advice of rental store staff members experienced in serving the meeting market can play an important role in staging a successful meeting. Not only do clients appreciate the help, but the experienced rental employees knowledge of meeting requirements usually significantly increases the number of items rented and sold.
To be a part of all functions associated with a large meeting, a rental store must become involved early, before meeting planners begin to finalize arrangements and sign on contractors. Most people in charge of meetings prefer to work with as few suppliers as possible, and the rental staff who can handle everything - including coordinating specialty items with other suppliers - has the best chance of getting a turnkey job.
Clients who rent meeting equipment expect everything to be in good condition and to operate properly. But the real key to success in the meeting market is service. Rental items must be delivered and set up on time. Organizations that find they can absolutely depend on a rental store to provide quality equipment and service will return again and again.