Event equipment in Warsaw for companies from abroad
Organising a conference, trade fair stand or event in Warsaw from another country? We deliver, install and collect AV equipment on site, and handle correspondence and quotes in English. Equipment from 400 PLN net (492 PLN gross) per day (24h).
- Invoice for EU companies — reverse charge
- Each additional day −50% · no deposit
- Urgent technical support 24/7
Conference Kit Minifrom 4 750 PLN net / day (24h)(5 842,50 PLN gross)
Sharp Aquos 85"from 1 000 PLN net / day (24h)(1 230 PLN gross)
QSC Speech System 6 – 6× LA108from 1 800 PLN net / day (24h)(2 214 PLN gross)
4× Shure SLXD24E/SM58from 800 PLN net / day (24h)(984 PLN gross)
IIyama ProLite TE65from 1 400 PLN net / day (24h)(1 722 PLN gross)How it works when you organise an event from another country
- Inquiry in English — write the date, venue and what you need: conference room, stand, gala, corporate dinner.
- Offer with photos and prices — each item with name, photo and net and gross price for all days, with delivery and installation as a separate line. Easy to pass on to a client or a purchasing department.
- Proforma and booking — upon acceptance of the offer, we issue a pro-forma invoice; upon payment, the equipment is reserved for your dates.
- Delivery and on-site setup — we deliver equipment to the hotel, conference center, or exhibition hall, set it up and have it running before the start.
- Pickup after the event — we dismantle and collect the equipment, including at night after the event ends (night pickup +200 PLN). The final invoice is sent upon return.
Equipment for conferences, stands, and events
Everything from our warehouse in Gocław, Warsaw — from a single quote:
| Item | Price / day (24h) |
|---|---|
| Conference Kit MiniSharp Aquos 85", 2× Sharp Aquos 60", 4× QSC LA108 — display and speech sound system for the conference stage | Price: 4 750 PLN net (5 842,50 PLN gross) |
| QSC Speech System 6 – 6× LA1086× QSC LA108 on stands — speech sound system in the room | Price: 1 800 PLN net (2 214 PLN gross) |
| 4× Shure SLXD24E/SM584 wireless handheld microphones — panel, Q&A, speeches | Price: 800 PLN net (984 PLN gross) |
 SLXD1 + DPA 4488headset for the presenter | Price: 200 PLN net (246 PLN gross) |
| Sharp Aquos 85"main screen for the stand or stage | Price: 1 000 PLN net (1 230 PLN gross) |
| IIyama ProLite TE6565″ touchscreen monitor — product presentation, game or survey at the stand | Price: 1 400 PLN net (1 722 PLN gross) |
 Floor TV monitor 60"presenter monitor in front of the stage | Price: 900 PLN net (1 107 PLN gross) |
 Astera Micro Backdropwireless Astera lighting backdrop — stand, stage, photo zone | Price: 1 150 PLN net (1 414,50 PLN gross) |
You can find more equipment on the pages multimedia, sound system, lighting i stages or in the full catalogue. LED screens are configured on request.
Trade fair stand in Warsaw
We deliver equipment to trade fairs in Warsaw and the surrounding area, including EXPO XXI and Ptak Warsaw Expo. Each organiser has their own regulations, so when submitting an enquiry please include the name of the fair, the hall, and the stand number. What we typically check:
- build-up and breakdown hours — set by the organiser; we schedule delivery and collection around them;
- access and unloading — at some fairs this is handled through the organiser's official freight forwarder;
- power at the stand — the connection is ordered from the organiser; we provide the equipment list;
- rigging — requires the organiser's prior approval, so at the stand we position equipment on tripods and floor stands.
Trade fairs typically last 2–3 days — under our pricing policy each additional day (24h) costs 50% of the base rate, so for three days you pay twice the daily rate, not three times.
Billing for foreign companies
How you pay
- net and gross prices in the quote, in PLN
- payment by bank transfer based on a proforma invoice, before handover
- no deposit
- final invoice after equipment return
Invoice
- EU companies — reverse charge, no Polish VAT (company name, address, EU VAT number)
- non-EU companies — invoice issued to company details
- Polish companies — 23% VAT invoice
Production examples for foreign companies
- International congress, EXPO XXI Warsaw — for a French agency we set up a stand with a touchscreen quiz game: a game computer, screens, player score recording, a daily leaderboard, and after the congress a report and data summary for the organiser.
- Foreign company conference in Warsaw — speech sound system, wireless microphones and screens in the conference room, with delivery and installation before the start.
Prices for 1–4 days (24h)
Net and gross prices (including 23% VAT); each additional day (24h) costs 50% of the first-day rate. For EU companies under the reverse charge mechanism, the net amount applies.
| Device | 1 day (24h) | 2 days (24h) | 3 days (24h) | 4 days (24h) |
|---|---|---|---|---|
| Conference Kit Mini | 1 day (24h): 4 750 PLN net (5 842,50 PLN gross) | 2 days (24h): 7,12 PLN5 net (8,76 PLN3.75 gross) | 3 days: 9,50 PLN0 net (11 685 PLN gross) | 4 days: 11 875 PLN net (14 606,25 PLN gross) |
| QSC Speech System 6 – 6× LA108 | 1 day (24h): 1 800 PLN net (2 214 PLN gross) | 2 days (24h): 2 700 PLN net (3 321 PLN gross) | 3 days: 3 600 PLN net (4 428 PLN gross) | 4 days: 4 500 PLN net (5 535 PLN gross) |
| 4× Shure SLXD24E/SM58 | 1 day (24h): 800 PLN net (984 PLN gross) | 2 days (24h): 1 200 PLN net (1 476 PLN gross) | 3 days: 1 600 PLN net (1 968 PLN gross) | 4 days: 2 000 PLN net (2 460 PLN gross) |
| Sharp Aquos 85" | 1 day (24h): 1 000 PLN net (1 230 PLN gross) | 2 days (24h): 1 500 PLN net (1 845 PLN gross) | 3 days: 2 000 PLN net (2 460 PLN gross) | 4 days: 2 500 PLN net (3 075 PLN gross) |
| IIyama ProLite TE65 | 1 day (24h): 1 400 PLN net (1 722 PLN gross) | 2 days (24h): 2 100 PLN net (2 583 PLN gross) | 3 days: 2 800 PLN net (3 444 PLN gross) | 4 days: 3 500 PLN net (4 305 PLN gross) |
Delivery, installation and support during the event
- delivery and collection in Warsaw — 300 PLN net (369 PLN gross) for both runs;
- delivery with installation and dismantling — 1 000 PLN net (1 230 PLN gross) in total;
- technician or operator for the duration of the event — quoted in the offer;
- night-time collection after the event — +200 PLN;
- urgent technical support 24/7: +48 788 335 888.
Why Media Rental
Frequently asked questions
Do you communicate and issue quotes in English?
Yes. We handle correspondence, quotes and technical discussions in English, as well as in Polish, Ukrainian and Russian. Our website and quotes include photos and equipment names so they can easily be passed on — to the client or the procurement department.
How do you invoice a company from another country?
For EU companies we issue a reverse-charge invoice — meaning no Polish VAT — and we need the company name, address and EU VAT number. For non-EU companies we issue an invoice to company details. Full details are provided in the quote.
How does payment work?
Payment by bank transfer against a proforma invoice, before equipment release. No deposit is required. A final invoice is issued after the equipment is returned.
Can you deliver equipment to the trade fair at EXPO XXI or PTAK Warsaw Expo?
Yes, we deliver equipment to trade fairs in Warsaw and the surrounding area. Installation times, access and unloading schedules are set by the organiser — at PTAK, unloading may go through the official freight forwarder, and power connection at the stand must be ordered from the organiser. Let us know the name of the fair, the hall and the stand number — we will align delivery with the regulations.
Will someone from your team be on site?
We can add a technician or operator for the full duration of the event — this is priced as a separate line in the quote. Without on-site crew, we install and commission the equipment before the start, and urgent technical support 24/7 is available if needed.
What does rental cost for several days?
The first day (24h) is charged at the full rate, and each additional day (24h) costs 50% of that rate — for a three-day fair you pay 2 000 PLN net (2 460 PLN gross) for equipment rated at 1 000 PLN net instead of three full days (24h). Days are counted from the release date to the return date.
What does delivery cost?
Delivery and collection within Warsaw cost 300 PLN net (369 PLN gross) for both trips. Delivery with installation and de-installation is 1 000 PLN net (1 230 PLN gross) in total. Delivery outside Warsaw within the Masovian region is quoted individually.
Tell us what event you are organising in Warsaw
Provide the date, venue (hotel, conference centre, exhibition hall), number of rooms or stand size, and what you need. We will reply in English with a quote including availability, net and gross price for all days (24h), delivery and installation.
E-mail: [email protected]