Rent vs Buy iPad for Events

Quick Answer

Rent if: You have events occasionally (monthly or less), need 4G data included, don't want to manage devices between events.

Buy if: You have events every week, need permanent installations, or have very specific long-term customization needs.

For most corporate events, exhibitions, and conferences, renting is 70-90% cheaper than buying.

Cost Comparison

Renting: What You Pay

Buying: What You Pay

For a single 3-day event, renting 5 iPads costs ~$450-1,200. Buying them costs $4,000-7,500+ in the first year alone.

Hidden Costs of Buying

The purchase price is just the beginning:

• Data plans – $20-50/month per device for cellular data
• MDM software – $3-10/month per device for device management
• Depreciation – iPads lose 30-40% value per year
• OS updates – Apps may stop working after major iOS updates
• Battery degradation – Batteries weaken over time, especially in storage
• IT staff time – Setup, updates, troubleshooting, inventory management
• Storage – Climate-controlled storage to preserve battery health
• Insurance – Coverage for theft, damage, and loss

When Renting Makes Sense

• Occasional events – Monthly or less frequent
• Variable quantities – 5 iPads this event, 20 next time
• No IT resources – Don't want to manage devices
• Need 4G data – Cellular connectivity included
• Different venues – Delivery to any location
• No storage space – Return devices after each event
• Latest devices – Rental companies upgrade their inventory

When Buying Makes Sense

• Weekly events – High frequency justifies ownership
• Permanent installations – Retail stores, showrooms, offices
• Specific customization – Deep integration with internal systems
• Always the same quantity – Fixed fleet with no variation
• Dedicated IT team – Staff to manage devices

What About Personal iPads?

Can you use your personal iPad for a corporate event? Technically yes, but consider:

• No cellular data – You'll rely on venue WiFi (risky)
• Personal notifications – Messages, calls appear during demos
• No kiosk mode – Can't easily lock to one app
• Security risk – Company data on personal device
• Unprofessional – If something goes wrong, it reflects on you

For anything client-facing or important, use dedicated event devices.

Break-Even Calculation

At what point does buying become cheaper than renting?

Assuming:

• 5 iPads at $600 each = $3,000
• Annual costs (data, MDM, cases, maintenance) = $2,000
• 3-year useful life before replacement
• Total cost over 3 years = ~$9,000

At $50/day rental rate, 5 iPads cost $250/day.

Break-even: ~36 event-days over 3 years, or about 1 event per month.

If you have events less than monthly, renting is cheaper. If you have events every week, buying may make sense.

Frequently Asked Questions

Get a Quote

Not sure if renting makes sense for your situation? Get a quote and compare. TouristPads includes unlimited 4G, security cases, delivery, and support with every rental.