The 9 Questions to Ask to Avoid a Laptop Rental Nightmare

Laptop rentals should make your event easier, not harder. 

But too often, they do the opposite. A dodgy battery, outdated software, unexpected fees, or a device that just won’t turn on minutes before showtime? That’s every organiser’s worst-case scenario, and sadly, it happens more than you’d think. 

Renting tech for an event shouldn’t feel like a gamble. Whether you’re setting up a speaker stage, live stream, or registration desk, you need laptops that are fast, clean, compatible, and delivered on time, no surprises, no setbacks. 

So, how do you make sure your next laptop rental doesn’t spiral into a last-minute panic? By asking the right questions before you book. 

This blog reveals the 9 smart, sanity-saving questions every organiser should ask before renting. Each one is designed to protect your time, budget, and peace of mind. So, you can focus on running your event, not rebooting a frozen screen. 

1. WHAT LAPTOP MODELS ARE YOU OFFERING? ARE THEY CURRENT? 

Not all laptops are made equal. Some rental companies provide devices that are outdated, slow, or missing key features. Older models can freeze or lag if you’re running new software, video calls, or large presentations. Ask for specs. You want laptops with at least: 

• i5 or i7 processors (16GB for events with design or video).
• 8GB RAM minimum (16GB for events with design or video).
• SSD storage for faster speed. 

2. IS THE SOFTWARE PRE-INSTALLED AND LICENSED? 

You don’t want to scramble to download PowerPoint minutes before your keynote. Ask if the laptop comes with: 

• Antivirus protection. 
• Licensed versions, not trials. 

If your event includes breakout rooms or interactive workshops, make sure all software is installed before it arrives. 

3. WILL IT WORK WITH MY AV SETUP?

Some laptops have HDMI. Some don’t. Some need adapters. Others crash when connected to projectors. Ask your Laptop Rental provider if the devices are compatible with your screens and sound system. Also check:

• Port availability (HDMI, USB-C, Ethernet).
• Screen resolution (at least 1080p).
• Adapter and dongle inclusion.

4. WHAT IS THE BATTERY LIFE LIKE? DO THEY COME FULLY CHARGED?

Long events need long battery life. Don’t assume the laptop will stay on for the entire session. Confirm battery details, and check if chargers are included. Ask:

• How long does the battery last under full load?
• Are charging cables and extension leads provided?
• Will backup power or additional batteries be available?

This is especially key for outdoor or mobile events with limited plug sockets.

5. WHAT HAPPENS IF SOMETHING GOES WRONG? IS THERE ON-SITE SUPPORT?

Things go wrong, even with great equipment. What matters is how fast the rental company fixes it. Ask if they provide:

• On-site technicians.
• Same-day replacements.
• A dedicated event support contact.
• Set up assistance.

6. CAN YOU PRE-TEST MY PRESENTATION OR CONTENT?

Avoid those awkward moments where the fonts go funny or the video won’t play. Ask if you can send your content in advance for pre-loading and testing. This gives you peace of mind and saves time on the day.

• Ask for file transfer options (USB, cloud, email).
• Confirm playback compatibility.
• Check that user accounts or logins are cleared.

This is especially helpful when multiple laptops are needed across breakout rooms or stages.

7. HOW MANY LAPTOPS ARE AVAILABLE, AND CAN YOU HANDLE BULK ORDERS?

Corporate events often need more than one device — sometimes dozens. Whether it’s for a training day, a hybrid conference, or a tech demo area, you need volume and consistency. 

Ask:

• Do all laptops match in specs and performance?
• Can they deliver and set up 10, 20, or more units?
• Are the devices cleaned and reset before delivery?

Bulk orders should come with a spreadsheet listing serial numbers, specs, and assigned locations. That’s just good rental hygiene.

8. WHAT ARE THE DELIVERY AND COLLECTION TIMINGS?

London venues are strict. Loading bays have tight windows. Setups run on tight schedules. You can’t have your laptops arriving late or disappearing during cleanup. Ask:

• Can they deliver outside office hours?
• Are delivery/collection fees included?
• Do they need help with unloading/loading?

9. IS THE LAPTOP RENTAL COMPANY TRUSTED AND REVIEWED?

Last but not least – reputation. A slick website means nothing if the laptops don’t work on event day. Look for vendors with experience in corporate events, not just tech shops. Check:

• Google and Trustpilot reviews.
• Case studies or event testimonials.
• Equipment photos (not stock images).
• Years of operation.

Better yet, hire a full-service company like EMS Events, who handle laptop rental, AV setup, LED walls, and full event production under one roof.

FINAL WORDS

Renting a laptop for an event isn’t just about plugging in a screen. It’s about performance, speed, support, and fit. By asking these 9 questions, you’ll avoid nasty surprises and save your event from unnecessary stress.

For peace of mind, work with a reliable, London-based team that understands the full event. EMS Events offers laptop rental, AV, LED displays, lighting, staging, and more, all handled under one roof with expert setup and support. Whether you’re running a corporate summit, training day, or hybrid panel session, we’ve got you covered from delivery to pack-down.

Need laptop rental done right? Trust EMS Events to keep your tech and your event running smoothly.