Start with payback, not competitors
For each item, know three numbers: what it cost, what each rental costs you to deliver (fuel, labor, cleaning, wear), and how often it rents. Then:
Rentals to pay back = item cost ÷ (rental price − cost per rental). A $1,200 speaker pair rented at $250 with $50 of cost per job pays back in 6 rentals.
Once you know your floor, check local competitors to see where you sit. If you're far below, raise prices; if you're above, make sure your site shows why (better gear, setup included, faster replies).
Make packages the best deal
Customers think in events, not items. Price packages a little below the sum of their parts, so the package is the easy yes. Software that automatically picks the cheapest package mix keeps quotes consistent.
- Name packages after the event: Movie Night, Karaoke, Backyard Party.
- Include the accessories (cables, stands, mixer) so nothing is a surprise fee.
- Offer add-ons that need a base: extra mics, a subwoofer, a generator.
Multi-day and weekend rates
Gear out for three days can't rent to anyone else, but it doesn't cost three times as much to deliver. A common rule is to charge each extra day at 50% of the first, and to price weekend rentals (Friday to Monday) as a flat rate.
Delivery, setup, and travel
A free delivery radius is a strong selling point, especially when you say so clearly on every page. Beyond the radius, a flat travel fee is easier to understand than a per-mile charge. Quote very long trips individually.
Deposits, minimums, and hourly services
- Deposits: 25% to 50% to reserve the date, with a clear refund window.
- Hourly services (DJs, technicians, attendants): set a minimum, often 2 to 4 hours.
- Card fees: decide whether you absorb them or add them to online payments, and say so.