Empowering Events Through Smarter Tech Choices

Access the latest event tech without ownership costs
— stay agile, efficient, and event-ready.

Prepared by:

John Vaskis

Event Technology Strategist

Introduction The True Cost of Buying Event Hardware Why Renting Wins with Fello What Event Equipment Can Be Rented?Device Comparison at a Glance Is It Cheaper to Rent or Buy Event Technology?How Much Does It Cost to Rent iPads and Other Devices?Does Renting Help Sustainability?Rent vs. Buy: Weighted Evaluation Example Scenario: When Renting Makes Sense Conclusion

Introduction

Every event manager knows the pressure: seamless check-in, reliable payments, strong Wi-Fi, and zero downtime. The tech behind it all — iPads, scanners, Square POS systems, laptops, and networking gear — can make or break the attendee experience.

The challenge?Deciding whether to rent or buy that technology. Buying feels like a long-term investment, but it often turns into a burden: equipment that depreciates quickly, sits idle between events, requires storage space, and demands constant updates or repairs.

Renting through a trusted partner like Fello takes those headaches off your plate. You get the devices you need, when you need them, fully configured and supported — without tying up your budget or your team’s bandwidth. That means you can stay focused on what really matters: delivering a smooth, unforgettable event.

This whitepaper breaks down the hidden costs of ownership versus the flexibility of rentals and gives you clear answers to the questions event professionals ask most before making this decision.

The True Cost of Buying Event Hardware

Buying event technology is never just a one-time sticker price.
The hidden costs pile up quickly:

Upfront Capital Drain: Purchasing 50 iPads or 20 laptops can tie up tens of thousands of dollars that could otherwise fund venues, marketing, or talent.
Depreciation: Tablets lose up to 60% of their resale value within 18 months, leaving you with outdated gear that delivers less return over time.
Maintenance & IT Burden: When you own devices, every repair, software update, and warranty claim is on you. If something goes wrong onsite, your team scrambles to troubleshoot instead of focusing on the event.
Storage & Transport: Devices need secure space, insurance, and careful logistics between venues. This adds ongoing cost and stress.
Underutilization: Unless you run events weekly, most of your investment sits idle — taking up space instead of creating value.
No Added Service: Unlike rentals, ownership doesn’t come with extras like professional cleaning, pre-configuration with your apps, or event-day support. You’re on your own to get devices ready, tested, and optimized before every event.

Case in Point
A festival organizer invests $45,000 in iPads for annual check-in. Within two years, newer models cause compatibility issues with the ticketing software, and the devices spend most of the year in storage. By year three, resale value has plummeted, and IT staff are stretched thin maintaining them, and the initial investment has turned into a sunk cost.

Why Renting Wins with Fello

When you rent with Fello, you don’t just get hardware —you get a partner who makes sure your event tech is reliable, ready, and stress-free. Here’s how our rental program changes the game.
Cost Alignment with Event Needs – With Fello, you only pay for devices when you actually need them. No idle hardware, no sunk costs — just predictable, event-based expenses.
Flexibility & Scale – Whether it’s 5 iPads for a training or 500 scanners for a festival, Fello scales instantly to match your event size. You’ll never be stuck with too little or too much hardware.
Access to the Latest Tech – Every rental arrives cleaned, tested, and pre-configured with your event software. From the newest iPads to Square POS terminals and Wi-Fi kits, you always get the best tools for the job.
Reduced IT Stress – Delivery, setup, and event-day support are all handled by Fello. Your team stays focused on the event experience while we manage the tech behind the scenes.
Risk Management – Avoid warranty disputes, hardware breakdowns, and obsolescence. If something fails, Fello provides backups and rapid replacement, so your event never skips a beat.
Sustainability – Fello keeps devices in circulation longer, reducing e-waste and helping you align with sustainability and ESG goals without sacrificing performance.

What Event Equipment Can Be Rented?

Event technology rentals go far beyond iPads. With Fello, you can build a complete event tech stack — all from one trusted provider. Here’s a breakdown of the core product categories and how they support different parts of your event:

iPads & Tablets

Models: iPad Pro, iPad Air, iPad Mini

Use Cases: Perfect for guest check-in, silent auctions, registration kiosks, lead capture, surveys, or interactive demos on the show floor. Each device can be preloaded with your apps and configured for your event software.

Laptops & Computers

Models: MacBook Pros, Dell and Lenovo PCs, Chromebooks

Use Cases: Ideal for speaker or staff workstations, training sessions, live-streaming setups, virtual or hybrid events, and back-office operations. All laptops arrive event-ready with necessary configurations and software.

POS & Payment Systems

Models: Square Stands, Square Terminals, Square Readers

Use Cases: Essential for merchandise tables, concession stands, fundraising galas, or donation kiosks. Devices are pre-configured for secure, reliable onsite transactions to keep lines moving smoothly

Ticket Scanners & Handhelds

Models: Honeywell, Zebra, and iPhone-based scanners

Use Cases: Speed up check-in and manage crowd flow with fast, accurate scanning. Perfect for concerts, festivals, trade shows, and conferences where attendee experience depends on quick entry.

Wi-Fi & Networking

Models: 4G/5G routers, bonded Wi-Fi kits, enterprise hotspots

Use Cases: Provide dependable connectivity for staff, vendors, exhibitors, or attendees. Great for venues with limited or expensive in-house internet, ensuring everything from POS systems to streaming runs without interruption.

Accessories & Add-Ons

Options: Stands, kiosks, charging hubs, protective cases

Use Cases: Enhance functionality and convenience across your event. Kiosks improve self-service check-in, charging hubs keep devices powered throughout the day, and protective gear ensures hardware stays safe in high-traffic.

Device Comparison at a Glance

Category	Common Models	Best Uses	Benefits When Rented With Fello
iPads & Tablets	iPad Pro iPad Air iPad Mini	Registration Auctions Lead capture Demos	Preloaded apps Fully charged Event-ready
Laptops & PCs	MacBook Pro Dell Lenovo PCs Chromebooks	Training workshops Live-streaming Hybrid events	Configured software Plug-and-play
POS Systems	Square Stand Square Terminal Readers	Donations Concessions Merchandise sales	Preloaded apps Fully charged Event-ready
Ticket Scanners	Honeywell Zebra iPhone-based scanners	Entry management Crowd flow Access control Crowd flow Access control	Quick swap backups Optimized for speed
Wi-Fi Solutions	4G/5G routers Bonded kits Enterprise hotspots	Reliable internet for staff Exhibitors Attendees	Delivered tested Supports large groups
Accessories	Stands Kiosks Charging hubs Cases	Enhance usability Charging Device protection	Delivered with devices Tailored to event

Is It Cheaper to Rent or Buy Event Technology?

The answer depends on usage frequency.

Buying makes sense if you’re hosting events daily or weekly with consistent hardware needs and have IT staff to manage everything.
Renting saves money if your events are monthly, quarterly, or seasonal, since equipment isn’t sitting idle most of the year.

Example Calculation:
Buying 50 iPads:$45,000 upfront, $10,000 in maintenance over 3 years → $55,000 +
TCO
Renting 50 iPads twice a year for 3 years: ~$4,500 per event → $27,000 total → Renting saves ~50% while ensuring the latest models and zero storage headaches.

How Much Does It Cost to Rent iPads and Other Devices?

Rental costs vary by model, duration, and volume, but here’s a sample range:

iPad
(latest iOS)
$80–$120 per week

Laptop
(MacBook Pro)
$150–$200 per week

Square Terminal
$75–$125 per week

Wi-Fi Kit
$250–$500 per event

Compared to thousands upfront, rentals shift spending from capital expense (CapEx) to predictable operating expense (OpEx).

What Are the Pros and Cons of Renting vs. Buying?

Renting

Lower upfront cost
Always latest technology
Scale up or down
Support included
Ongoing rental fees if used constantly

Buying

Useful for daily, long-term use
Full control over devices
Large upfront spend
Fast depreciation
Requires storage, transport, and IT support

Does Renting Help Sustainability?

Yes. Renting extends the lifecycle of devices by keeping them in circulation longer, reducing e-waste from frequent upgrades. Many organizations now include rental partnerships in ESG reporting, showing alignment with corporate sustainability goals.

Rent vs. Buy: Weighted Evaluation

Use this tool to assess which option fits your organization best. Score each factor from 1 (low importance) to 5 (high importance) based on your specific needs.

Factor	Weight (1–5)	Rent Score (1–5)	Buy Score (1–5)
Event Frequency (High if occasional events)
Budget Flexibility (Important if cash flow is tight)
Access to Latest Tech (Important if tech-driven experience)
IT Resources (Strong internal IT favors buy)
Storage & Logistics (Limited space favors rent)
Sustainability Goals (ESG reporting & green focus)

How to score it:

Assign a weight (1–5) to each factor based on importance.
Rate Rent and Buy for each factor.
Multiply the Weight × Score for each column.
Add up your totals.

The higher total indicates the better overall fit for your organization.

Example Scenario: When Renting Makes Sense

Below is an example of how a company that hosts a few large events per year, and prefers flexibility over long-term ownership, might score their evaluation.

Factor	Weight (1–5)	Rent Score (1–5)	Buy Score (1–5)	Weighted Rent	Weighted Buy
Event Frequency (High if occasional events)	5	5	2	25	10
Budget Flexibility (Important if cash flow is tight)	4	5	3	20	12
Access to Latest Tech (Important if tech-driven experience)	3	5	2	15	16
IT Resources (Strong internal IT favors buy)	2	2	5	4	10
Storage & Logistics (Limited space favors rent)	5	5	1	25	5
Sustainability Goals (ESG reporting & green focus)	3	4	3	12	9
Totals				101	62

Result:
In this example, Renting scores significantly higher (101 vs. 52) — indicating it’s the more practical and cost-effective choice for a company that:

Hosts occasional events rather than daily operations.
Prefers low upfront costs and flexibility.
Lacks dedicated storage or IT management resources.
Values easy access to the latest hardware without long-term ownership.

Conclusion

Event technology is essential, but ownership isn’t always the smartest move. Hidden costs, depreciation, and logistical headaches can quickly outweigh the benefits. Renting with Fello gives you lower risk, higher flexibility, the latest devices, and full-service support.

Take the Next Step

Ready to Rent?

Whether you’re hosting a product launch, community festival, or multi-venue fundraiser, the right tech setup makes all the difference. Fello delivers pre-configured, event-ready Square hardware with the customization and support you need—when you need it.