Those who’ve planned large events like conventions, festivals or trade shows know that most event communication issues aren’t due to equipment failure. Instead, it often results from the unknowns:
Event planners have a lot on their minds. Two-way radios shouldn’t be one of them.
That’s why we recommend on-site radio rental support, not just during your large event but before and after to ensure a seamless experience. We interviewed Tim Van Hiel, VP of Technical Strategy & Integration for Comm Direct Rental, a division of Implecho, to talk through what that entails.
Explore Two-Way Radio Rentals with On-Site Support
Effective on-site radio rental support begins long before the first truck arrives or the first radio is powered on. As Tim explains, the most successful events are planned from the ground up, starting with a clear understanding of how and where communication needs to work.
That process starts with:
Conditions directly influence coverage requirements, how many talk groups are needed and whether handheld radios alone are sufficient. Or, repeaters and a trunked system might be required to support scale and reliability.
In short, on-site support starts with getting answers to the right questions early so teams arrive on site with a strategic communication plan that’s already been thought through.
On-site radio support is often misunderstood as someone who shows up to pass out radios or troubleshoot if something breaks. In reality, the most valuable support happens before issues ever surface through intentional system design.
Designing the system is support. That includes:
The smoothest-running events are the ones where support prevents problems instead of reacting to them. Just as important is using quality radios that are reliable and deliver optimal clarity.
“Relying on too many channels is one of the most common mistakes, flooding the air with dozens of fixed frequencies and creating noise, interference and unpredictable failures. Trunked systems solve this by allowing many talk groups to share a smaller pool of frequencies, keeping airwaves cleaner and conversations isolated, even at scale.”
— Tim Van Hiel, VP of Technical Strategy & Integration for Comm Direct Rental, a division of Implecho
Load-in is often the most stressful phase for event teams. Schedules are compressed, layouts are still shifting and multiple vendors are working at once. With experienced on-site radio support during load-in, this phase should feel controlled, not chaotic.
Technical Support should include:
The goal is simple: coverage is validated before teams depend on it. When show operations begin, communication will already be proven, predictable and ready to support the event.
One of the most critical aspects of on-site radio rental support is ensuring radios are programmed before they ever reach a user’s hands. As Tim explains, radios are not set up generically. They arrive pre-programmed, clearly labeled and configured around how each team actually works.
Zones and channel layouts are built for role-based use:
This structure dramatically reduces training time and limits mistakes when pressure is high. Pre-programming zones matters even more when events rely on volunteers, contractors or rotating staff who may only use a radio for a few days or a few hours.
When radios are intuitive, users do not need to go through extensive training or troubleshoot settings on their own.
Once it’s “go time” and the event is live, on-site radio support shifts from setup to active management. This is where Comm Direct Rentals, a division of Implecho, clearly separates itself from providers who simply drop off equipment and leave.
During the event, adjustments happen quickly without disrupting critical communication:
Support also includes managing redundancy and backup systems. If a repeater goes down or a channel becomes unusable, the system is adjusted in real time to keep communication running.
Tim emphasizes that systems are intentionally designed with extra capacity, allowing the team to absorb unexpected demand without compromising security or medical communications.
Anyone who’s planned large events for any amount of time knows this simple reality: something unexpected will happen. The biggest problems often occur when small issues cascade with no margin for recovery. That’s why Tim approaches two-way radio system design with a worst-case scenario mindset to mitigate risk.
Capacity is intentionally overplanned with extra channels, additional infrastructure and built-in backup paths so communication is protected at the highest level.
On-site support is what turns that planning into real protection:
Most importantly, critical communications for security and medical teams come first and are preserved at all times.
Not every event requires the same level of on-site radio support. The right approach depends on the environment, complexity and risk profile of the event, not on a one-size-fits-all package.
Some events need full on-site support. Others benefit from supported self-serve models where systems are pre-designed and backed by remote or limited on-site assistance. The goal is to match the level of support to the operational risk of the event.
On-site support does not end when the last attendee leaves. After the event, equipment is tracked, checked in and packed for return, with any damage, missing equipment or issues documented along the way.
Just as important, feedback is gathered from event organizers and users to understand where improvements can be made. Those insights become the starting point for planning your next event, using real-world learnings to make future communication even more efficient.
On-site radio support is not about hovering over operations or adding complexity. It’s about empowering your teams to do their best work so:
Don’t just rent radios. Work with an experienced provider who goes the extra mile to ensure your two-way radio communication strategy is as well-planned and executed as your event programming.
Let’s determine the right level of radio support for your event. Speak with an event communication expert at Comm Direct Rentals, a division of Implecho, today.