Event Equipment Dry Hire Checklist: What to Confirm Before Delivery

These items should be resolved before you contact any hire company. If these are not answered, the hire company cannot quote accurately and you cannot confirm whether the booking is viable.

• Event date, load-in time and load-out time confirmed
• Venue name, address and loading access confirmed
• Venue power available and supply type known (sockets, single-phase 63A, three-phase, generator)
• Venue ceiling height or outdoor clearance confirmed
• Kit list drafted: categories needed, approximate quantities, any specific products required
• Operator identified: who is running each system, and do they have experience with the kit type?
• Vehicle or transport plan in place
• Budget range confirmed so the hire company can advise without wasting both parties' time

These points should be confirmed in writing as part of the booking process, not assumed from the quote.

• Kit list agreed in full, including all accessories and consumables
• Any back orders or substitutions agreed and documented
• Collection time or delivery window confirmed and written on the order
• Return date and time confirmed and written on the order
• Deposit amount and payment terms confirmed
• Damage waiver or insurance requirements understood
• Technical support number recorded and use criteria understood
• Any specific packing requirements at return understood (some companies require specific case configurations)

This is the window to catch anything that has slipped through. Problems found here can still be solved. Problems found on load-in morning often cannot.

• Kit list re-confirmed with hire company — any substitutions since booking?
• Collection time or delivery window re-confirmed
• Vehicle booked, driver confirmed, adequate payload and dimensions verified
• Expendables ordered and ready: gaffer, cable ties, spare fuses, consumables relevant to the rig
• Power plan complete: total draw calculated, venue supply confirmed, distribution plan made
• Load-in schedule written with time allocations and crew assignments
• All operators briefed on the kit they are running — no surprises on the day about what is in the rig
• Show file or pre-programme ready where applicable (console, LED processor, media server)
• Content confirmed at native screen resolution for any LED or projection
• Emergency contacts listed: hire company support, venue technical, any specialist rigger

• Walk the full kit list against the hire agreement before signing collection paperwork
• Check condition of high-value or fragile items: consoles, LED panels, processors
• Note any pre-existing damage and have it recorded by hire company staff
• Power on critical items at the warehouse if time permits
• All accessories confirmed: keys, adaptors, specific cables, spares
• Vehicle loaded securely with fragile items protected and kit lashed
• Return window reconfirmed before leaving

• Power connection confirmed with venue technical team before anything is switched on
• Build sequence follows the schedule: staging, rigging, PA, lighting, video in order
• Line check completed before any other sound test
• Full system test completed before crew access to the stage area
• Show test (full run-through of show transitions) completed before doors
• Hire company support number accessible at FOH position
• No kit remaining unattended in vehicles during the event if overnight — secure storage or return to venue

• De-rig schedule includes realistic time allocations — do not cut de-rig time to save money on crew hours
• All systems powered down in correct sequence before packing
• Every item packed in its own case with correct foam — no consolidation
• Final count against kit list completed before the vehicle is loaded
• Any damaged or suspect items photographed and separated before return
• Return made within the agreed window — hire company called if running late
• Kit walk completed with hire company staff before leaving
• Any pre-existing damage declared proactively at return
• Written confirmation of return received before you leave the premises