Booking PA hire for an event isn’t complicated, but it’s easy to get caught out if you don’t ask the right things upfront. A vague quote, a hidden cost, or an engineer who shows up without having seen the venue plan can all cause real problems on the day.
These are the seven questions worth asking any PA hire company before you commit. They’re also the questions we’re happy to answer clearly when you contact us.
QUESTION 1
Does the price include delivery, setup and collection?
This is the most common source of surprise costs in PA hire. Some companies quote for equipment only and then add logistics on top. Always ask what the quoted price actually covers before you compare it against anyone else.
A quote that looks cheaper might become more expensive once you add delivery and the engineer’s travel time. Make sure you’re comparing total costs, not just the headline figure.
HOW WE HANDLE ITWe’re always clear about what’s included in a quote. Delivery and setup costs depend on the job, and we’ll tell you exactly what those are upfront so there are no surprises on the invoice.
QUESTION 2
Have you worked at my venue before?
Every venue is different. Room shape, ceiling height, acoustic materials and power supply all affect how a PA system needs to be set up. A company that knows your venue can plan more accurately and is less likely to run into problems on the day.
If they haven’t worked there before, ask whether they’ll do a site visit or at least review a floor plan. A good company will want that information before they quote.
HOW WE HANDLE ITWe’ve worked across a wide range of London venues over ten years. If we know your venue, we’ll say so. If we don’t, we’ll ask the right questions to make sure the setup is right for the space.
QUESTION 3
What happens if something goes wrong on the day?
Equipment can fail. It’s rare with well-maintained kit, but it happens. What matters is how the company responds when it does. Do they carry backup equipment? Is there someone available to help remotely if the engineer is on another job? What’s the plan if a key piece of kit stops working mid-event?
Any experienced hire company should have a clear answer to this. Vague reassurances aren’t enough.
HOW WE HANDLE ITWe test all equipment before it leaves us and carry backups where possible. Our engineers are experienced enough to troubleshoot quickly on site. In ten years we’ve never left a client without sound.
QUESTION 4
Is the equipment regularly tested and maintained?
PA equipment that isn’t properly maintained is more likely to develop faults. Ask whether the company PAT tests their equipment and how often kit is serviced. This matters more than the brand names on the speakers.
If a company can’t give you a straight answer on this, that tells you something.
HOW WE HANDLE ITAll our equipment is regularly tested and maintained. We take kit reliability seriously because a fault at an event reflects on us just as much as it affects you.
QUESTION 5
Who will be on site on the day?
If you’re booking a managed hire, you want to know who’s actually turning up. Ask whether the person delivering and setting up the equipment is also the person who’ll be there during your event. A handoff between delivery staff and an engineer who hasn’t seen the setup can cause avoidable problems.
Also worth asking: how much experience does the engineer have with events like yours specifically?
HOW WE HANDLE ITThe person who sets up is the person who stays. We don’t use agency staff for managed events. You’ll know who’s coming and they’ll know your event inside out before they arrive.
QUESTION 6
How much notice do you need and what’s the cancellation policy?
Plans change. Venues pull out. Events get postponed. Before you book, understand what the company’s cancellation terms are and how much flexibility you have. Some companies are reasonable about this, others aren’t.
Also useful to know: if your event overruns, is there a process for extending the hire time or will the engineer need to leave at a fixed time regardless?
HOW WE HANDLE ITWe deal with these situations practically and reasonably. We’ll always talk through the specifics with you rather than hiding behind rigid small print.
QUESTION 7
Can you give me a fixed quote, not an estimate?
An estimate is not a price. If a company gives you a range and says the final cost depends on things they’ll confirm later, you’re booking on uncertain terms. Push for a fixed quote based on the specific requirements of your event.
A company that can’t give you a fixed price without a lot of caveats either doesn’t have enough information about your event yet, or they’re leaving room to charge more later.
HOW WE HANDLE ITWe give fixed quotes based on what your event actually needs. Once we have the details, we’ll give you a number you can rely on. No vague ranges, no surprises.
A good rule of thumb: if a company is reluctant to answer any of these questions directly, or gives you vague answers to avoid committing to specifics, treat that as a red flag. The best companies are confident enough to be straightforward.
The point of asking
These questions aren’t about catching anyone out. They’re about making sure you understand what you’re booking before you pay for it. A decent PA hire company will welcome them because they demonstrate you’re taking your event seriously and so are they.
We’ve been working with clients across London for over ten years. We’re used to these questions and happy to answer all of them. Call or email us with the details of your event and we’ll give you straight answers from the start.
Ready to ask us those questions?
Get in touch and we’ll give you clear, straight answers and a fixed quote for your event.
