Turning Your Event Programme into an Equipment List

The easiest way to miss equipment is to start with a catalogue. The easiest way to get it right is to start with your programme and ask, for each segment, what people need to see, hear, sit on, stand on or play with. Then add the items that support everyone behind the scenes.

Walk through the run sheet

1. Arrival: registration counters, queue barriers, signage stands and a backdrop for photos.

2. Opening and speeches: podium, microphones, a screen for slides and a confidence monitor for speakers.

3. Performances: stage size, lighting changes and extra microphones or a mixer input for the band.

4. Games or activities: game stations, props, timing equipment and a PA for the facilitator.

5. Meals: tables, chairs, buffet lines and any tentage for outdoor dining.

6. Close: music playback and lighting for the final segment.

Add the hidden items

Behind every visible item are supporting pieces that are easy to forget: power distribution boards, cable covers, generator capacity for outdoor sites, stage skirting, extra batteries, a backstage table for the emcee and storage space for packaging. List these explicitly, because a missing extension cable can hold up a whole segment.

Match the list to the venue

Ask the venue what it already provides and what restrictions apply. Some ballrooms include basic sound and screens, some outdoor parks offer no power at all, and many venues have rules about load-in times and floor protection. Compare your list against the venue inclusions so you do not double book or leave a gap.

Think in bundles

Common event types tend to need similar bundles. A family day carnival needs game stations, inflatables and a sound system. A dinner and dance needs a stage, lighting, PA, LED screen and wireless microphones. A team building day needs activity equipment, a PA and timing systems. Starting from a bundle and then adjusting saves time.

Get Out! Events outlines popular rental bundles for carnivals, D&Ds and team building on its event equipment rental Singapore page.

About this guide: Event Equipment Rental Singapore Guide is written and maintained by Get Out! Events, a Singapore corporate event company at 14 Robinson Road #08-01A, Singapore 048545. It contains general planning guidance only; confirm current venue rules, permits and partner requirements before you book anything.