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Flex IT Rent supplies IT hardware for conferences, corporate training, workshops, gaming events and other business events.
Your event might last only a day, but the IT that supports registration, presentations, training and communication has to work flawlessly from the moment the first attendee arrives.
That starts with choosing the right devices, quantities, configuration and delivery plan but before that work out the whole event in details first define what needs to happen during the event.
What is the event workflow?
The event workflow is the step‑by‑step journey of your attendees, speakers and staff: from registration and check‑in, through sessions and workshops, to networking, feedback and follow‑up. Mapping this flow shows exactly where and how technology is used at each stage.
Think about how the technology will support each step. For example:
By answering these questions, you clarify your IT hardware needs for conferences, corporate training, workshops, gaming events and other business events.
Also consider:
Once the workflow is clear, it becomes much easier to determine the right combination of devices, quantities and configuration for your event.
Different parts of an event can require different equipment.
Tablets and smartphones can be used for registration, check-in and participant management.
Matching laptops can be prepared for training software and other applications required during the session.
Laptops, high-performance systems and monitors can support presentations, demonstrations and applications that require additional performance.
Smartphones and tablets provide mobile tools for staff, volunteers and production teams.
High-performance laptops, desktops and monitors are available for gaming applications. Accessories such as headsets, keyboards, mice, cables and stands can also be included where required.
Consider whether everyone needs their own device or whether hardware can be shared between sessions. Also check whether several activities will take place at the same time. For critical applications, include backup requirements in your planning as well.
Make sure devices are ready before they arrive
Hardware should not still need to be configured when the event is about to start.
Flex IT Rent can prepare devices with the required:
Where applicable, device management options such as MDM, Autopilot and Apple Business Manager can also be supported.
This allows devices to arrive configured for their intended use and ready for the event.
If your devices need mobile connectivity, include it in the plan from the start. Flex IT Rent offers LTE and SIM options that can be combined with the required hardware.
Planning the devices, configuration and connectivity together helps create one coordinated setup before delivery.
Event IT needs to arrive at the right place at the right time.
Flex IT Rent coordinates configuration, delivery and collection according to the agreed schedule. In most cases, equipment is delivered one business day before the project starts. Different arrangements can be made where another schedule is required.
Delivery can also be organised across multiple locations in the Netherlands and Europe while keeping the setup consistent.
Delivery can also be organised across multiple locations in the Netherlands and Europe while keeping the setup consistent.
Before the rental period ends, Flex IT Rent contacts you to arrange collection, extend the rental period or discuss other options.
If registration, training or another critical part of the event depends on a device, plan for what happens if that device fails.
Depending on how critical the setup is, Flex IT Rent can advise on spare equipment and a suitable backup approach.
Preparing devices consistently and including backup hardware where required helps reduce unnecessary disruption during the event.
After return, each device is inspected and registered.
Data is securely erased and the equipment is prepared for redeployment according to ISO 27001 and R2v3-certified procedures.
A confirmation of receipt and data erasure certificate can also be provided on request.
Before requesting a quote, have these details ready
Providing the key project information from the start helps us prepare the right setup.
Have the following details ready:
A Flex IT Rent specialist can then discuss the quantities, locations and configuration with you and prepare a tailored proposal.
Planning IT for an upcoming event?
Share your dates, locations, quantities and required setup. Our specialists can help you choose the right hardware, configuration and delivery plan for your event.
With local account managers supporting customers across European markets, you can coordinate your rental with a team that understands your region and requirements.
Access to the right hardware at the right time can be a bottleneck in education, especially during crucial exam periods. When the Openbaar VMBO en
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Our specialists help you plan, scale, and deliver the ideal hardware solution for your project, wherever you are active in Europe.