10 Tips Every Event Planner Should Know Before Renting Backline Equipment

By Backline Source, Inc.

Whether you're producing a corporate event, music festival, concert, county fair, fundraiser, or private celebration, one of the most important—but often overlooked—aspects of a successful live performance is the backline.

Backline equipment includes drum kits, guitar amplifiers, bass amplifiers, keyboards, DJ equipment, percussion, piano rentals, and all of the instruments and equipment artists rely on once they arrive on stage.

Choosing the right backline rental company can save you time, money, and stress while ensuring your performers have exactly what they need. Here are ten recommendations every event planner should keep in mind.

1. Hire an Experienced Backline Company

Not all rental companies specialize in professional backline. Experience matters.

Ask questions such as:

• How long have you been in business?

• Do you regularly support touring artists?

• Have you worked festivals and major concerts?

• Can you provide references?

Experienced providers understand artist riders, substitutions, stage logistics, and last-minute changes.

2. Request Equipment Well in Advance

The most requested equipment is often the hardest to replace.

Popular items include:

• Yamaha grand pianos

• Hammond B3 organs

• Leslie speakers

• Vintage guitar amplifiers

• Premium drum kits

• Professional keyboards

• DJ equipment

Booking early gives you the best selection and reduces the risk of substitutions.

3. Send Artist Riders Immediately

Your backline company should receive every artist's technical rider as soon as possible.

Doing this early allows them to:

• Identify conflicts

• Combine similar equipment requests

• Suggest cost-saving alternatives

• Verify availability

• Resolve unusual requests before show day

Waiting until the week of the event almost always creates unnecessary challenges.

4. Don't Automatically Choose the Lowest Price

The cheapest quote is rarely the best value.

Consider whether the company provides:

• Professionally maintained equipment

• Name-brand gear

• Backup equipment

• Technical support

• Delivery and setup

• Experienced technicians

• Emergency replacement equipment

Saving a few hundred dollars isn't worth risking a performance interruption.

5. Verify Exactly What's Included

Rental quotes vary significantly.

Confirm whether pricing includes:

• Delivery

• Pickup

• Stage setup

• Strike after the show

• Tuning (for pianos)

• Technician labor

• Spare cables

• Backup amplifiers

• Extra drum heads

• Stands

• Power supplies

• Cleaning and preparation

Unexpected labor charges can quickly increase your budget.

6. Hire Backline Technicians

A qualified technician can prevent small issues from becoming major problems.

Backline technicians:

• Assemble equipment properly

• Tune drums

• Install drum heads

• Program keyboards

• Change guitar strings

• Troubleshoot technical issues

• Assist artists during changeovers

• Perform quick repairs

Their presence is often the difference between smooth transitions and delayed performances.

7. Communicate Schedule Changes

Artists arrive early.Headliners arrive late.Weather changes.Schedules move.

Keep your rental company informed.

Updated information allows technicians to adjust staffing, loading schedules, and transportation accordingly.

8. Protect Equipment During Your Event

Professional musical equipment represents a significant investment.

Work with your production team to:

• Restrict stage access

• Keep food and beverages away from equipment

• Protect equipment from weather

• Provide overnight security when necessary

• Cover outdoor equipment during unexpected rain

Preventative planning reduces damage and keeps performances on schedule.

9. Ask About Backup Equipment

Equipment failures are rare—but they happen.

Ask your provider if they carry:

• Backup guitar amplifiers

• Extra bass amplifiers

• Spare keyboards

• Additional microphones

• Replacement cables

• Power supplies

• Drum hardware

• Drum pedals

Professional companies always prepare for the unexpected.

10. Build a Long-Term Relationship

If you regularly produce events, partnering with one trusted backline company provides tremendous value.

Benefits include:

• Faster quotes

• Better pricing

• Consistent service

• Familiarity with your events

• Easier planning

• Equipment recommendations

• Priority scheduling during busy seasons

Your rental partner becomes an extension of your production team rather than simply a vendor.

Bonus Tips for Event Planners

Create One Master Equipment List

Instead of sending multiple artist riders separately, combine requests into one master spreadsheet.

This helps identify duplicate equipment, reduce rental costs, and simplify logistics.

Schedule Enough Setup Time

Professional backline requires proper assembly and testing.

Avoid scheduling load-in only an hour before doors open.

Allow sufficient time for:

• Equipment setup

• Sound check

• Artist changes

• Troubleshooting

• Final adjustments

Don't Forget Power Requirements

Many technical issues stem from inadequate electrical planning.

Coordinate with your production company to ensure sufficient clean power is available where instruments and amplifiers will be located.

Plan for Weather

Outdoor concerts require additional planning.

Have contingency plans for:

• Rain

• Wind

• Extreme heat

• Dust

• Direct sunlight

Protecting equipment protects your investment and keeps artists comfortable.

Ask Questions

A quality backline provider is more than a rental company—they're a production partner.

They can recommend equipment, suggest cost-saving alternatives, identify rider conflicts, and help streamline your event long before load-in begins.

Final Thoughts

The audience may never notice a perfectly prepared drum kit or flawlessly functioning keyboard, but they will notice when something goes wrong.

Successful events are built on preparation, communication, and working with experienced partners who understand the unique demands of live entertainment.

Whether you're producing a corporate gala, concert series, county fair, music festival, performing arts event, or private celebration, choosing a professional backline provider helps ensure artists perform at their best and your event runs smoothly.

At Backline Source, Inc., we've supported concerts, festivals, corporate events, theaters, fairs, wineries, and special events throughout California and the Western United States. Our goal is simple: provide reliable, tour-quality equipment backed by experienced professionals who understand live production.

Because when the show starts, there are no second chances.