What to Look for in a Computer Rental Vendor

When looking for a computer rental vendor, what are the most important considerations? What should you look for? What questions should you ask? This article outlines some of the key things to think about before making your decision.

Does the Computer Rental Vendor Have a Good Selection and Product Availability?

One of the most important considerations for finding the right computer rental vendor is the depth and breadth of their product selection. For instance, are you looking for a lightweight laptop for a trade show or company event, or do you need a more powerful workstation with the latest graphic cards for gaming applications?

Do you need affordable options like the HP Chromebook, or would you prefer a more convenient option like a tablet from Apple, Samsung, Microsoft or another leading brand? It’s best to select a vendor that has all the options you may need rather than one that favors a particular product or manufacturer.

Also, you should whether the vendor has multiple locations so you can acquire equipment quickly. Type “laptop rental near me” or “computer rental near me” in a search engine to find the vendors close to your location.

Does the Computer Rental Vendor Have Knowledge of Your Industry?

 Finding a vendor that has worked in your industry can be very helpful as they will know the requirements and configurations that are typically needed.

  • ELECTIONS: Are you involved in the elections process? If so, ask the vendor about their experience with e-poll books and how they ensure that confidential voter information is removed from rented laptops after the work has been completed. If they don’t have this experience and knowledge, you may want to consider another source.
  • EVENTS: For conferences and events, see if the vendor can support the entire process, from pre-planning and preparation to delivery, set-up, support and post-show review. Choose a computer rental vendor with a large selection of trade show equipment that can help you plan, delivery, install and support the technology they provide.
  • EDUCATION & TESTING: In education and testing, for instance, laptops and computers are often needed to implement standardized testing programs. Many education customers also need laptops with pre-loaded web links, custom images, and specific software and security programs.
  • PROFESSIONAL SERVICES: Are you a consultant, accountant, engineer, architect, or government agency? See if the vendor has experience with professional services firms. Do they offer quick and easy rental solutions for consulting, benefits enrollment, systems integration, human resource initiatives, IT staffing and outsourcing?
  • CONTRACT STAFFING: Contract staffing firms often have unique requirements, including the ability to meet short timelines and manage peak demand. Can the selected vendor provide a complete technology infrastructure without any up-front costs?
  • LEGAL: If you are in the legal arena, does the vendor have experience to support common industry engagements such as document review, e-discovery, compliance audits, summer intern programs, “war room” set-up and litigation support.

Does the Vendor Offer a Variety of Acquisition Options Such as Renting, Leasing, And Pre-Owned or Refurbished Equipment?

Depending upon how long you plan to keep the equipment, there may be one or more acquisition options to meet your project need and budget parameters.


If you are unsure how long you will need the equipment, renting makes sense because you only pay for the equipment as long as you keep it. When the project finishes, or you no longer need the product, you can simply return it.

  • Eliminates most up-front costs such as sales tax, which is included in the monthly fee.
  • Avoids ongoing ownership costs such as depreciation, property tax, maintenance and repair.
  • Offers consistent financial expenses during the term.
  • Allows you to “try before you buy” and avoid buying the “wrong” equipment.


If you need equipment for a year or longer, leasing is an affordable alternative. It provides a consistent monthly cost structure for new or refurbished equipment. When the term ends, you can continue on a monthly basis, buy the equipment, return it or choose a lease renewal option for additional savings.

  • Avoids most ownership expenses.
  • Ideal for those who want to upgrade technology frequently.
  • Eliminates up-front and end-of-life disposal costs.


 When the need is long-term and consistent/predictable, a purchase may be a good option. However, consider all the costs involved, including:

  • The up-front cost of capital, financing and sales tax.
  • Annual depreciation and property taxes.
  • Ongoing expenses for asset management and equipment tracking.
  • Costs for set up, repair, technology obsolescence and end-of-life disposal

Refurbished Equipment

For significant cost savings, ask if your computer rental vendor offers refurbished equipment. This is often a good way to get the latest or newer technology at a lower price. While many items are available with the remainder of the factory warranty, some vendors offer additional warranties, depending upon the age of the equipment.

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