Behind the scenes
Show Office and Breakout Room Technology
Laptops, printers and copiers, projectors and screens, and two-way radios for show offices, speaker ready rooms, and breakout sessions.
At a glance
Show offices and breakout rooms need everyday technology in an unfamiliar building: laptops, a printer or copier, projectors and screens, and two-way radios for staff. ConventionVendor.com rents that equipment for show management, exhibitor sales offices, and speaker ready rooms, delivered before your team arrives.
Your office, set up inside the convention center
Every show has an operations side attendees never see: a show office printing floor plans and credentials, a speaker ready room where presenters review slides, and staff coordinating move-in by radio.
We rent the equipment those rooms run on, configured and tested before delivery. For exhibitors, the same equipment sets up a sales office or meeting suite near the hall.
Breakout and meeting rooms can need projectors and screens or displays. Many venues have an in-house AV provider for meeting rooms, so check your venue agreement before booking outside AV for those spaces.
| Show office | Laptops, a multifunction printer or copier, and a router or hotspot where permitted |
|---|---|
| Speaker ready room | One laptop per speaker expected at the same time, plus a spare |
| Two-way radios | One per staff member who coordinates during move-in and show hours, plus spares |
| Breakout rooms | Projector and screen or a display, where the venue allows outside AV |
| Delivery | Before exhibitor move-in, when the room is available |
General guidance. Your quote confirms the exact equipment for your booth, show, and dates.
Popular packages
Common setups
Starting points our team adjusts to your booth size, traffic, and show rules. Every quote is itemized.
Show office kit
Show management and exhibitor sales offices.
- Laptops
- Multifunction printer or copier
- Router or hotspot where permitted
- Power strips and cables
Speaker ready room
Presenters reviewing and updating slides before sessions.
- Laptops with presentation software
- External monitor
- Printer
- Presentation remotes to test
Staff radio pack
Move-in, registration, and floor teams coordinating across halls.
- Two-way radios
- Earpieces
- Multi-unit charger
- Channel plan by team
- Nothing to pack
- Office printers and copiers are heavy and awkward to ship. Renting puts them in the room before you arrive.
- Configured in advance
- Laptops and printers arrive set up to work together, so the office is useful the hour it opens.
- Radios ready to use
- Radios arrive charged, programmed to the same channels, with earpieces and a charging bank.
- One order with the booth
- Exhibitors can add a sales office or meeting suite to the same quote as their booth equipment.
Show office logistics
Show offices often open a day or more before exhibitor move-in, when docks are busy with freight. Give us the room location and the time your team needs it so delivery avoids the heaviest freight windows.
Printers and copiers need power and, for network printing, a connection. If the venue provides the office line, we can supply a router or switch to share it.
Two-way radios work best with a simple channel plan: one channel per team, plus a shared channel for emergencies and management. We can program radios to your plan.
What to tell us
- Which rooms you are equipping
- Number of staff and laptops
- Printing volume and paper sizes
- Radio count and teams
- When each room opens
Frequently asked questions
Can you deliver show office equipment before move-in?
In many cases, yes. Show offices are usually set up before exhibitors arrive. Give us the room and the time your team needs it, and we will plan delivery around the venue's freight schedule.
Do you rent copiers for a show office?
Yes. Multifunction printer-copiers are a common show office rental for credentials, floor plans, and handouts. Tell us your expected volume and paper sizes.
Can you supply projectors for breakout rooms?
Yes, for rooms where outside AV is allowed. Many venues have an in-house AV provider for meeting rooms, so check your venue agreement first. For general session and large-room projection, see our sister site RentOurProjectors.com.
How many two-way radios does show staff need?
One per staff member who needs to talk to others during move-in and show hours, plus a few spares. Group them by team so each team has its own channel.
Plan the rest of your booth
- Show Wi-Fi, Hotspots, and Connectivity
Cellular hotspots, routers, and network gear for show offices, hotel suites, off-site events, and booths where the venue and show allow them.
- Registration, Check-In, and Badge Printing
Check-in stations, self-service kiosks, and badge printers for the front door of your show, with spares and support for the first morning rush.
- Booth TVs, Monitors, and Video Walls
TVs and commercial displays on floor stands or truss mounts, and LCD video walls, sized so your message reads from the aisle.
Exhibitor and planner guides
- Planning Show Registration and Badge Printing
How to size registration stations for peak arrival, choose kiosks or staffed counters, plan badge printers and spares, and set up the network.
- Exhibitor Timeline: What to Order and When
A step-by-step timeline from booking your booth to returning rentals, with the show deadlines that affect technology orders.
- Show Wi-Fi Rules: Hotspots, Venue Internet, and Exclusives
Why show floors limit hotspots and access points, what the typical rules look like, what to order instead, and where a hotspot still makes sense.
Convention centers we deliver to
- Anaheim Convention Center
Over 1 million square feet of exhibit space in the Anaheim Resort district, home to The NAMM Show and Natural Products Expo West.
- New Orleans Ernest N. Morial Convention Center
Riverfront New Orleans center with 1.1 million square feet of exhibit space on a single long level, within walking distance of the French Quarter.
- Thomas M. Menino Convention & Exhibition Center
South Boston Seaport venue, formerly the BCEC, with 516,000 square feet of contiguous exhibit space and 62 loading bays.
- America's Center Convention Complex
A 2.2 million square foot downtown St. Louis complex with 574,000 square feet of contiguous exhibit space, the Dome, and a newly added 72,000-square-foot hall.
- Baird Center
Milwaukee's downtown convention center, formerly the Wisconsin Center, with 300,000 contiguous square feet of exhibition space and a 2024 expansion.
- Caribe Royale Orlando
An all-suite resort near Walt Disney World with ballroom exhibit space, a segmented exhibitor network, and an on-site UPS Store and FedEx Office.
Ready to plan your booth?
Tell us the show, venue, booth number, and dates. We will recommend the right booth and show technology and send a quote built around your move-in and move-out.