Table of Contents
- 1.The 5 cost factors for event climate technology
- 2.Project size and required cooling capacity
- 3.What is included in the rental price and what is not?
- 4.Calculating electricity consumption
- 5.How to compare quotes correctly
- 6.When does renting make more sense than buying?
1. The 5 Cost Factors for Event Climate Technology
The most important factor. A 9 kW unit costs significantly less than an 80 kW chiller. Rule of thumb: costs do not rise linearly with capacity — an 80 kW system rarely costs nine times as much as a 9 kW unit, because logistics and installation effort per kW become more efficient at scale.
Most providers calculate by day or weekend. A 3-day event costs approx. 60 to 80 % more than a 1-day event, not three times as much, because delivery and installation are charged only once.
Delivery and return transport with own truck. Under 100 km usually included in the flat rate. Over 200 km a surcharge is often applied. For distances over 400 km or international deliveries, always calculate individually.
Mobile monoblock units involve less setup effort than chiller-fancoil systems. For projects from 60 kW upwards, a chiller system is often the more economical solution per kW.
In peak season (May–August) and during extreme heat periods, availability tightens. Planning early secures availability — high-capacity units book out quickly in summer.
2. Project Size and Required Cooling Capacity
The required cooling capacity — and therefore the main cost driver — depends on area, occupancy and event type. The table below shows typical equipment sizing. Quotes are provided on request, as distance, duration and project specifics strongly influence the final figure.
| Project size | Typical cooling capacity | Equipment solution |
|---|---|---|
| Lounge / VIP area (≤80 m²) | 5 to 12 kW | 1 to 2 split units |
| Small tent (≤150 m²) | 12 to 24 kW | 2 to 3 split units |
| Medium event (150 to 400 m²) | 24 to 80 kW | Monoblock units |
| Large tent (400 to 1,000 m²) | 80 to 200 kW | Chiller + Fancoils |
| Exhibition hall / large project (1,000 m²+) | 200 kW to 2 MW | Multi-chiller system |
3. What Is Included in the Rental Price and What Is Not?
Included with ATOWIK
- Delivery with company vehicle
- Assembly by certified technician
- Commissioning and adjustment
- Operation during the event
- Dismantling and return transport
- Availability for emergencies (call directly)
Not included in the price
- –Electricity consumption at the venue
- –Diesel costs for heating units
- –Generator rental (if no power on site)
- –Accommodation for travel over 4 hours (on request)
4. Calculating Electricity Consumption
Air conditioning units consume electrical energy. The rule of thumb: modern units have a COP (Coefficient of Performance) of 2.5 to 4.0 — meaning: for 1 kW of electricity used, 2.5 to 4.0 kW of heat is removed. Electricity costs are calculated from consumption (kWh) × the venue's electricity tariff.
Consumption calculation: 80 kW chiller, 2 days
Electrical input: 80 kW ÷ COP 3.0 = 26.7 kW
Operating hours: 16 h/day × 2 days = 32 h
Electricity consumption: 26.7 kW × 32 h = 854 kWh
× your venue's electricity tariff = your electricity cost
5. How to Compare Quotes Correctly
Some providers quote day rates without transport. Always compare the total price including delivery, assembly, operation and dismantling.
Some quotes state cooling capacity in BTU. Conversion: 1 kW ≈ 3,412 BTU/h. A 36,000 BTU unit corresponds to approx. 10.5 kW.
Ask whether a technician is on site or can be reached at short notice. A unit that fails the night before an event can jeopardise the whole occasion.
A provider who normally rents single-room units may have no experience with 200 kW chiller projects. Ask for comparable reference projects.
6. When Does Renting Make More Sense Than Buying?
For event companies running 5 or more events per year with climate needs, the question of ownership arises. The following rule of thumb applies:
| Factor | Rental recommended | Purchase makes sense |
|---|---|---|
| Events per year | < 8 events with climate needs | 10+ events/year |
| Project size | Varying (small to large) | Always the same standard size |
| Seasonality | Seasonal business | Year-round |
| Storage | No own storage | Own warehouse available |
| Capital | Low investment budget | Own capital or leasing |
For most event planners, renting is more economical: no capital tied up, no maintenance costs, always the right equipment size for each project and no storage costs in the off-season.