How much does it cost to hire equipment from Room 3?

Well, it depends what you are hiring, and whether it is just a few items, or a whole package! In keeping with our approach, our prices are generally between 30-50% less than what you would expect to pay if hiring the same equipment commercially. The best thing is to contact us and discuss your requirements.

Do Room 3 sell and install PA, lighting or video equipment?

Our main activity is the hire of technical equipment and services, so we don't really take on install work. Having said that, we are happy to advise on system design or individual products. In addition, because we do a lot of business with suppliers of such equipment, we can often get a good price on new items on your behalf, so feel free to ask us if you are considering purchasing an item of new PA, lighting or video equipment and we will get you a quote and arrange installation.

Who owns Room 3?

Room 3 is a limited company which operates on a not-for-profit basis. We have directors who supervise the business and financial operation of the company.

Does Room 3 only resource large events?

No. We are open to enquiries for any size of event, or hire. Having said this, we feel that it is in medium to large events that we can really add the most value, as we have the resources and experience to make such events happen with a level of professionalism expected by modern audiences.So feel free to contact us, whatever your event, and we will see if we can help.

I need some advice on operating our PA system - can you help us?

Room 3 is glad to offer advice where appropriate, but please bear in mind that it is often hard to give good advice without seeing the system in operation. Since this may involve time and expense on our part, we may wish to charge a small fee. We can also provide more in-depth training seminars for churches, using our equipment for demonstration purposes. Please contact us if you want to disuss such an opportunity.

Where is Room 3 based?

Room 3 is based in Edinburgh, Scotland, UK. We resource events in and around Edinburgh, Glasgow, across the central belt of Scotland and occasionally further afield within Scotland. We do not typically do events in the rest of the UK or abroad, but make us an offer to go somewhere nice and we will consider it!

What if I want something that is not listed on the site?

Room 3 have an extensive range of equipment available, but even if you require something that we do not own, we have agreements with other companies that allow us to sub-hire specific items at preferential rates, so it is always best to ask us, and we will almost certainly be able to get you a better rate than going elsewhere.

Why do you use d&b Audiotechnik equipment? - I've never heard of them!

d&b Audiotechnik are a German company that make professional sound equipment that is considered among the best in its class. They have a very good reputation for designing and building extremely high quality equipment and taking a 'holistic' approach by designing matching speakers and amplifiers. This means each can be tuned to the exact needs of the other to create the best overall effect.

d&b equipment is used in a lot of large scale stadium concerts and events, but they also have a range of smaller install speakers that are used in clubs, theatres and other venues.

Room 3 have chosen to use d&b as we consider their products to be among the best available for the kind of events we do. There is also the advantage that there are several other PA hire companies in Scotland with extensive d&b stock, so it is very easy for us to access additional equipment if necessary for larger events.

Can Room 3 deliver equipment to our venue?

For dry hires, where no Room 3 staff will be present, we do not normally offer delivery of equipment, as this would be prohibitively expensive for us to arrange. We would rather hire the equipment at very affordable rates and allow you to arrange your own transport.

Is your equipment insured? what happens if I break something?

All customers hiring equipment only from Room3 must accept full responsibility for the condition of the equipment returned after a hire, up to and including the full replacement cost of the items if lost, stolen or damaged beyond economic repair. This is normal practice for AV hire and if you are worried about this we suggest you make your own insurance arrangements to cover the duration of the hire. This condition is an important part of our standard terms and conditions of contract which you must accept if hiring from us.

We also insist that cables are brought back in the same condition as you received them (ie, coiled properly and taped). We will shortly be implementing a deposit system to cover the hassle where re-coiling is necessary.

If Room 3 is providing crew to run your event, then loss or damage remains our responsibility, except in the case of gross negligence or willful damage on the part of the event organiser or its agents. We also carry full public liability insurance with a cover limit of £2m.

What is the proper way to coil a Room 3 cable?

There is a specific technique for coiling cables that will ensure that they coil easily and properly and avoid tangles or damage to the cable. It also makes sure that whoever gets the cable next can uncoil it easily and quickly. It's a lot easier to do than to explain, so why not ask us to show you sometime. In the meantime, here's an attempt to describe it: Lay one end of the cable across the fingers of your non-dominant hand as if you were about to shake hands with it, connector towards your body. With your other hand form a loop about the size of a football, bringing the cable back up towards the hand holding the end BUT just before you lay the next bit of cable in your hand give it a half twist using your finger and thumb. This half twist is the key - without it the cable will want to form figure-of-eights and get in a mess. Sometimes though the cable is already twisted enough and will fall into place without the extra twist - let the cable tell you if it is happy or not. If the cable ahead of you is getting knotted up, just shake it out gently or spin it in the air. NEVER try to pull out a loop or knot as this will damage it. Bigger cables need bigger loops, and finally make sure you tape the loop with one and a half turns of PVC tape (for larger cables) or masking tape (for smaller cables). Gaffer tape or Sellotape should not be used as they are hard to break and tend to leave adhesive residue.

Can Room 3 give me advice about planning my event?

Yes, we have considerable experience in planning and organising live events and are happy to provide advice on specific aspects of event production, including, but not limited to technical issues, event logistics, safety issues, programme planning, artist liason. Depending how detailed this advice needs to be, we may charge a small fee for this service. We can also take on the complete management of the event for you, for a suitable fee.

Why is room 3 called room 3? Where is this mythical room 3 and what's in it?

Room 3 started life as a record label for the band Nervous Passenger. We built a small studio in our church and most of the recording took place in one of the general purpose rooms also used by Sunday School, YF etc. This was Room no. 3, hence the name Room3Records.

Room3 now offers much more than recording facilities and therefore we dropped the "records" bit from the name.

There - mystery solved !!

What does the term 'dry hire' mean?

Dry hire means hiring only the equipment, without an operator. In this case it is assumed that you know how to set up and operate the equipment yourself.

If you are unfamiliar with any of our equipment, we can go over the basic operation with you, but if you are not confident in general setup and operation of this type of equipment, we would recomend that you consider hiring an operator to set up and work the equipment during your event.

What should I expect if asked to be local crew to help Room3 at our event?

We sometimes ask event organisers to provide extra crew to help keep costs down and speed up get-in & get-out times. If you are nominated, expect to work hard! Setting and tearing down a live event can be a lot of work, especially where there is lighting, sound and video equipment to deal with. Many hands make light work, so the more willing volunteers the better, but you should be prepared to work hard, take instructions, and keep going till the job is done. It can take over 3 hours from the end of a big event to the last van leaving the venue. All room 3 equipment is properly flightcased which makes loading in and out much easier, but some of it is very heavy, so you should make it clear if you are not able to handle heavy lifting. Some of the work - coiling cables, taping cables, moving steeldeck, packing boxes can be quite tedious, but remember that the more people doing it, the quicker everyone will get home afterwards. Don't be afraid to ask if you don't understand an instruction, or how something fits together. Try and take the initiative and ask for jobs once you have completed what you are doing, but always ask first before starting some new task, as things often are best done in a certain order. Finally, you should feel a sense of achievement, as without folk like you these events just couldn't happen.

how does the e-ticket system work?

You can add tickets to your virtual shopping basket for just one show, or for multiple shows. When you are ready to pay, you can go to the virtual checkout and add details about yourself. Your details are confirmed, and then you are transferred to our trusted payment provider who will take your credit card details securely and process the payment. You will then return to the Room 3 site to get details of your e-ticket number and how to use it to collect your tickets for the event.

what is an e-ticket and an e-purchase number?

An e-ticket is a virtual ticket, which can be purchased online and then exchanged for a real ticket at the venue prior to the show. An e-purchase number is a unique confirmation number that guarantees that only you can exchange your e-tickets for those real tickets you have paid for. When you arrive at the venue you present your e-purchase number and credit card (for identification only) and you will receive real printed tickets which will then let you enter the show.

Why are you using e-tickets and not real tickets?

Actually we are using both. Using e-tickets simplifies ordering online, and minimises costs so we can offer the service free. You still get a 'real' ticket when you arrive at the venue prior to the show.

Will you send me real tickets if I request them?

Our online e-ticket system is free and has no commission charge. If we were to start posting out tickets we would have to start charging for this service. All real tickets must be collected from the venue prior to the start of the show. If there are reasons why this is impossible for you, please email tickets@room3.co.uk and explain your situation.

how do I know if tickets are still available for a show?

The ticket description for the event will indicate whether tickets are still available. If you are able to type in a quantity, then tickets are still available at the time the page was refreshed. Once you put tickets in your shopping basket they are reserved for you, until you decide to buy them, or remove them from your shopping basket. After some time, the shopping basket will empty, if you don't do anything with it, or if you close your browser.

Can I buy tickets for a friend using my credit card?

Yes you can, but we prefer the credit card holder to collect the real tickets at the venue. This is to prevent issues with fraud or mis-use. What you do with them after they have been collected is up to you!

The credit card holder is not coming to the show - how do I collect my tickets?

We prefer that the credit card holder collects the tickets in person. This is to prevent fraud or mis-use of credit card information and is standard practice. If there is a reason why this is not possible, please email tickets@room3.co.uk and explain the situation and we will consider your request.

Can I exchange my tickets for the other show time?

If you wish to exchange your tickets for the same artist but at a different show time, we will try our best to accomodate your request. Please email tickets@room3.co.uk with the details. Please note, however, that we can only do this if there are unsold tickets left for the show in question, so please choose carefully when purchasing your tickets.

When can I collect my tickets at the venue?

Your tickets will be available at the venue on the day of the show. Please allow enough time to collect them prior to the show start time.

I have purchased tickets for several shows - can I collect them all at once?

No, you will have to collect your tickets before each show, except in the case of shows that are on the same day, when all tickets can be collected at once.

It would be more complex and costly for us to collate all tickets for all shows purchased by a single card holder, and this would require us to charge a commission. As we are committed to keeping the e-ticket system free to the user, we hope you will bear with this minor inconvenience.

how do I know if my browser is secure?

Most web browsers display a small padlock icon (either in the toolbar or at the top or bottom right of the browser window) to indicate that the browser has established a secure connection to the web server. The ProTX site uses this method to ensure that all credit card information is transferred securely. The Room3 site does not use a secure connection as it is not required. You should not send credit card information to any site other than the ProTX site.

How late can I leave it to buy tickets online?

The online ticket system will stop offering tickets at 2am on the morning of the show. Any remaining unsold tickets will only be available in person at the venue. We recommend purchasing your tickets as soon as possible, since we expect some shows to sell extremely quickly.

Will there be tickets available at the door on the day of the show?

There might be, but it depends on how many tickets have been sold via our online system or via other outlets. We will consolidate all unsold tickets on the day of the show and they will be available for sale ONLY at the venue prior to the show.

We recommend that you purchase tickets in advance to avoid dissappointment.

I purchased the wrong tickets by mistake - what should I do?

Please email tickets@room3.co.uk with the details and we will see what we can do to help you. Please note, however that we cannot provide refunds on tickets that are no longer required, but can only try to exchange tickets for the correct shows, assuming there are unsold tickets still available.

I've decided not to go to a show - can I get a refund?

Unfortunately we are unable to offer refunds on tickets for shows. You should try to find someone else who can go instead of you, but bear in mind that the credit card holder will still have to collect the tickets on the day of the show, before giving the real tickets to someone else.

I hate all this web stuff - can I just phone someone to buy tickets?

No, I'm afraid it's new-fangled technology, or head off to Wesley Owen.

We are using online ticket purchasing to try to keep our costs down, so we don't have to charge commission on ticket sales. We designed the online purchasing system to make it as simple as possible, but if you are concerned about purchasing online, why not get a computer-literate friend to help you.

Why do ProTX ask for address details?

ProTX confirm the address details against the billing address for the credit card entered as an additional confirmation that you are the legitimate card holder. This helps prevent fraud, as anyone attempting to mis-use your card number would also have to know the address and postcode to which the card bill is sent.

Why do ProTX ask for the security number on the reverse of my credit card?

The security number ONLY appears on the card itself, and not on any statements or bills or other communications from your credit card company. This is to help prevent fraud, as it verifies that you have access to the actual physical credit card, and are therefore more likely to be the authorised card holder.

Can I re-hire or sell your equipment while on dry hire?

No. The equipment remains the sole property of Room3 at all times. The hirer has no authority to pass title or re-hire the equipment.

Who is responsible for the equipment during a dry hire?

The hirer assumes full responsibility for the equipment once it has left the custody of Room 3 or our agents. Any damage to or loss of the equipment on hire, however caused, must be made good by the hirer . Room 3 advises the hirer to ensure that adequate insurance cover is in place before the hire commences.

Why do I have to sign for the equipment?

Signature by the hirer or his agent upon receipt of the equipment is proof that the equipment was complete and in full working order at that time.

What is the period of hire for a dry hire?

The period of hire commences once the goods have left the custody of Room 3's agents. The period of hire will only terminate once all equipment has been returned to Room 3 in its original condition or payment has been made to Room 3 in respect of any loss or damage. If the hire period ends after the due return date, Room 3 reserve the right to make reasonable additional hire charges.

What are the hire charges for dry hire?

Hire charges and due return date are as agreed between the hirer and Room 3. The hire charges relate to the expected period of hire specified by the due return date, subject to hire period conditions described above.

What happens if Room 3 equipment damages other equipment?

Room 3 shall not be held liable for any damage caused to equipment not belonging to Room 3 when used in connection with, or connected to Room 3's equipment.

Who is allowed to hire and operate Room 3 equipment?

The equipment should only be used by competent personnel. Room 3 will not accept responsibility for damage to property or personnel whilst the equipment is on hire to the hirer.

what happens if the hired equipment develops a fault?

In the event of a defect induced by Roo3 or its agents, Room 3's liability will be limited, at its discretion, to repairing or replacing the defective equipment.

When do we have to pay for a dry hire?

Unless otherwise agreed, payment must be made prior to the commencement of the hire period. In the case of no agreement, payment should be made in full within 14 days of the commencement of the hire period. Late payments will incur monthly interest at 2% above the major clearing banks' base rate.

Who do we pay for dry hires?

Cheques should be made payable to "Room 3 Records Ltd".

when is it necessary to use IMAG (I-Mag) at a live event?

IMAG, sometimes called I-mag stands for image magnification and is the general term for using video cameras at an event to display live images on projected screens or TVs.

The simple answer to the question is 'When it is needed', i.e. when it is the only way that those attending the event will be able to see what is happening. This may be because they are too far away, or have some obstruction, or in some cases are not even in the same venue!! Remember that IMAG can become a distraction (especially if it is not done well) - If you look at big concerts, the IMAG screens are often separate from any video content, to prevent disctraction. It also adds to the cost and complexity of staging an event so you should not automatically assume that it is needed for your event. If you are in any doubt, please feel free to ask us about the suitability of IMAG for your event.

What size of screen do I need to use for my graphics or video?

There is no hard and fast rule about screen size. Often it is a compromise between screen position, projector position, sight lines for the audience, and what kind of content is being projected.

As a general rule of thumb, you should aim to have the screen height at least equal to 1/6 of the distance to the furthest away audience member.

The screen should be large enough so that you can read any text easily, and it has to be in proportion to the rest of the stage and set, if any.

You should also think about where the audience will sit, and whether any seats have restricted viewing of the screen. It may be necessary to have additional screens or TVs to cover the blind spots

Can you give us some advice on filming for live IMAG?

The purpose of filming for IMAG is to let people see things that they would not see otherwise. Your main goal is to let the audience see close ups of people, instruments and choreography. Some general points are: Liaise with the ligthing director before the event. Talk to the artists or their agents about what will be happening onstage and what their personal preferences are (e.g. some hate cameras moving about onstage). Pay attention to the music and the musicians, think ahead and anticipate where the music is going and how the musicians are moving onstage. Always wear black clothes so you are less obtrusive. Try to ensure that you have comms for the camera operators and are familiar with using them. Protect your hearing by wearing earplugs or dual-ear headphones if the stage volume is high. Work safely and be aware of your surroundings, especially trip hazards.

How bright a projector do I need for my event?

The brighness of projector needed is affected by three main factors: How much ambient light, if any, is in the venue, what size of screen is needed, and what type of material is being projected. The biggest factor is the ambient light. In a darkened theatre or blacked out hall, a 1000 Lumens projector may be more than enough, while in a hall with no blackout and big windows during the day, you may need more than 3 times this. The bigger the screen, the more brightness is needed to cover the larger area. Video content generally needs more brightness to display well, whereas simple high-contrast graphics or song words are less demanding. To cover the most options Room 3 recently invested in projectors that can be up to 4500 lumens brightness, i.e. useable even in the brightest conditions.