Short term printer rental offers businesses a flexible solution for temporary printing needs without the long-term investment. If you’re looking for quick answers about printer rentals, here’s what you need to know:
| Short Term Printer Rental Basics | Details |
|---|---|
| Typical Rental Terms | Daily, weekly, monthly (1 week up to 2 years) |
| Starting Costs | As low as $79 per month for basic packages |
| What’s Included | Equipment, maintenance, supplies, setup, support |
| Delivery Timeframe | Same-day to next-day in most locations |
| Best For | Events, temporary offices, seasonal peaks, projects |
When your business faces a sudden printing need but doesn’t want to invest in equipment you’ll only use temporarily, short term printer rental makes perfect sense.
Unlike purchasing or long-term leasing, these flexible arrangements let you access high-quality printers and copiers exactly when you need them—whether it’s for a three-day conference, a month-long audit, or a seasonal project that requires extra printing capacity.
“When you’re down to the wire, dealing with a sharp upturn in printing or planning for an event, you can count on short-term rentals to get you through it,” notes one industry provider.
The beauty of short-term printer rentals lies in their simplicity: the rental company handles delivery, setup, supplies, maintenance, and eventual pickup. You simply focus on your work while enjoying reliable printing without the headaches of ownership.
Common scenarios for short-term printer rentals include:
- Trade shows and conferences
- Legal war rooms during litigation
- Construction site offices
- Film and production sets
- Tax season overflow
- Temporary offices during relocations
- Disaster recovery situations
For Office Manager Olivia and other professionals managing temporary printing needs, these rentals eliminate upfront costs, technical hassles, and long-term commitments while providing access to the latest technology.
1. Short Term Printer Rental Explained
Short term printer rental gives your business access to high-quality printing equipment exactly when you need it, without the hefty price tag of purchasing. Unlike traditional leases that lock you in for years, our rentals offer true flexibility with terms ranging from a single day to several months.
It’s essentially “printing on demand” – you get reliable equipment for precisely the time you need it, with everything bundled into one simple payment. No maintenance headaches, no supply shortages, and no long-term commitment.
“We had a client panic when their office printer died right before a major client presentation,” shares our team at Advanced Business Solutions. “Within hours, we had them set up with a rental that saved the day – and their sanity!”
The rental landscape has evolved dramatically in recent years. At Advanced Business Solutions, we offer everything from basic desktop printers to sophisticated multifunction powerhouses that handle printing, copying, scanning, and faxing for teams of any size.
How short term printer rental agreements work
We’ve streamlined the process to make it refreshingly simple:
First, we’ll chat about your specific needs – how many pages you’ll print, special features you require, and how long you need the equipment. Next, we’ll help you select the perfect printer or copier from our well-maintained fleet.
On delivery day, our friendly technicians bring the equipment to your location, handle all setup and network configuration, and provide a quick training session so your team feels comfortable. Throughout your rental period, we’re just a phone call away for remote support, and we’ll automatically restock toner and supplies before you run out.
When your rental period ends, we’ll schedule a convenient pickup time that doesn’t disrupt your operations.
“I was amazed at how painless the whole process was,” one client told us after renting equipment for a two-week training event. “Everything just worked, and I never had to worry about running out of toner or dealing with paper jams.”
The beauty of short term printer rental is that everything is included in one package – no separate maintenance contracts or supply orders to manage.
Who should consider short term printer rental?
Short term printer rental shines in many scenarios, but it’s particularly perfect for:
Pop-up shops and seasonal retail locations that need professional printing capabilities without permanent equipment investments. A holiday boutique in Tampa recently used our rental services to print custom receipts and promotional materials during their eight-week run.
Legal war rooms during intense litigation periods when document production reaches overwhelming levels. One Jacksonville law firm rented additional high-speed printers during a major case, allowing them to handle massive findy document production on-site.
Construction trailers and temporary site offices where durability matters but permanence doesn’t. Our rugged printers withstand dust and tough conditions while providing essential document services for blueprints and daily reports.
Beyond these examples, we regularly provide rentals for film production companies, event planners, businesses in transition during office moves, companies experiencing unexpected growth, and organizations hosting conferences or training sessions.
A Florida healthcare provider recently rented several multifunction devices during their electronic records transition, giving them temporary extra capacity during the six-week conversion period without committing to equipment they wouldn’t need long-term.
Whether you need a printer for a day or several months, short term printer rental offers the perfect blend of professional equipment, complete support, and financial flexibility.
2. Key Benefits You Can’t Ignore
The advantages of short term printer rental go well beyond just having a printer when you need it. Let’s explore why more Florida businesses are choosing this flexible solution for their temporary printing needs.
Cost Control and Predictability
One of the biggest headaches of purchasing office equipment is the unpredictable costs. With short term printer rental, you transform what would be a large capital expense into a simple, predictable monthly cost. Our basic rental packages start at just $79 per month, making professional printing accessible to businesses of any size.
“I love knowing exactly what we’ll spend each month,” shares one of our Tampa clients. “No surprise repair bills, no depreciation worries – just one clear fee that covers everything we need.”
This predictability makes budgeting simpler and frees up capital for other business priorities. You’re essentially paying only for the printing capacity you actually use, when you use it.
Access to Latest Technology
Printer you bought three years ago that now seems painfully slow? Technology evolves quickly, and purchasing means committing to what will eventually become outdated equipment.
When you choose short term printer rental, you get access to the newest models with all the latest features – touchscreens, mobile printing capabilities, advanced security, and energy-saving functions. When newer technology becomes available, you can simply upgrade with your next rental instead of being stuck with yesterday’s tech.
Zero Maintenance Headaches
Perhaps the most loved benefit among our clients is saying goodbye to printer maintenance worries. That paper jam that no one knows how to fix? The mysterious error code? The toner that always seems to run out during crucial deadlines?
All these problems become our responsibility, not yours. At Advanced Business Solutions, we handle all service calls, repairs, and even provide free loaner equipment if we can’t fix your issue on-site. Your team can focus on their actual jobs instead of becoming reluctant printer technicians.
Scalability and Flexibility
Your business doesn’t operate at the same intensity all year round, so why should your printing equipment? Short term printer rental allows you to scale up during busy seasons and scale down when things quiet down.
You can add a high-volume printer during tax season, bring in specialized equipment for a specific project, or test different models before making longer-term decisions. This flexibility is particularly valuable for growing businesses whose needs might change significantly over time.
Tax Advantages
Here’s something your accountant will appreciate: rental payments are typically fully deductible as business expenses. This creates a cleaner, simpler tax situation compared to the complex depreciation schedules required for purchased equipment. Many of our clients find this simplification alone worth considering the rental option.
Environmental Benefits
By choosing to rent, you’re actually making an environmentally friendlier choice. Many of our rental devices at Advanced Business Solutions are professionally refurbished equipment that meets strict quality standards while reducing environmental impact.
“We were planning our annual three-day sustainability conference in Orlando and needed high-volume printing capabilities,” one client told us. “The remanufactured multifunction device we rented not only handled everything we threw at it flawlessly, but it also aligned perfectly with our environmental messaging. Our attendees were impressed when we explained our choice.”
When you rent, you’re participating in a circular economy where equipment gets multiple lives instead of ending up in landfills after a single use cycle. It’s a small but meaningful step toward more sustainable business practices.
3. Ideal Scenarios & Industries for Temporary Printing
Short term printer rental provides the perfect solution for countless situations across diverse industries. Knowing when to leverage this flexible option can save you headaches, time, and money.
Events and Conferences
Events require substantial printing capabilities that sit idle once the gathering ends. From small business workshops to major trade expos, temporary printing keeps things running smoothly with:
On-site badge printing creates a professional first impression while eliminating long check-in lines. Handouts and programs can be produced as needed, reducing waste. When speakers make last-minute changes, updated agendas appear within minutes instead of becoming costly emergencies.
“We rented three high-speed printers for our annual healthcare conference,” shares a Tampa event coordinator. “When our keynote speaker changed topics the night before, we printed 500 revised programs in less than an hour. Our attendees never knew there was a hiccup!”
Audits and Compliance Reviews
When auditors arrive, document requests multiply exponentially. Having additional printing capacity ensures you can produce required documentation without bottlenecks or delays that might raise eyebrows.
Film and Production Sets
The entertainment industry runs on constantly changing paperwork. From daily script revisions to call sheets and production schedules, having reliable on-set printing keeps cameras rolling.
A production company filming in St. Augustine recently used our short term printer rental service for their six-week shoot. “Having dedicated printers meant our assistant directors could distribute script changes to 50 crew members within minutes of approval,” their production manager explained. “That efficiency saved us thousands in production costs.”
Construction and Project Management
Construction trailers and temporary project offices need robust printing capabilities in challenging environments. Large-format blueprints, permit documentation, and daily work orders keep projects moving forward.
Short term printer rental delivers rugged equipment that stands up to dust and demanding conditions. Our construction-ready printers handle everything from detailed architectural plans to safety documentation without requiring permanent infrastructure.
“On-site plan printing eliminated delays waiting for courier deliveries,” notes our construction specialist. “When inspectors requested additional documentation, our clients printed it immediately, keeping the project timeline intact.”
Government Workshops and Public Events
Government agencies frequently host community outreach events requiring temporary printing solutions. From voter registration drives to public health initiatives, these events need reliable document production without long-term equipment investments.
Peak-period document surges
Tax Season
Accounting firms face a tsunami of paperwork from January through April. Short term printer rental provides the extra capacity during these critical months without the expense of equipment that sits idle the rest of the year.
“We rent two additional high-capacity printers every tax season,” shares a Jacksonville CPA. “They handle the overflow perfectly, and when April 15th passes, they disappear until next year—along with the maintenance headaches!”
Year-End Reports and Financial Closings
When fiscal years end, document production skyrockets. Financial statements, compliance documentation, and shareholder reports must be produced quickly and accurately. Temporary printing resources ensure these crucial deadlines are met without costly bottlenecks.
Litigation and Legal Findy
Law firms handling major cases experience dramatic document production needs during findy and trial preparation. Legal war rooms often require 24/7 printing capabilities for intense but limited periods.
“Our temporary printing setup for the Wilson case processed over 50,000 pages in two weeks,” a Miami attorney told us. “Having dedicated equipment meant our team could focus on legal strategy instead of fighting over the office printer.”
Mobile or temporary offices
Project Teams
When companies assemble specialized teams for specific initiatives, dedicated printing resources help maintain productivity and confidentiality. These teams often work in temporary spaces where permanent equipment doesn’t make sense.
Relocations and Office Transitions
Office moves create printing challenges at both locations. Having temporary printers at the new site while maintaining capabilities at the original location ensures business continuity during transitions.
Mergers and Acquisitions
When companies combine operations, temporary printing solutions provide flexibility until permanent infrastructure decisions are made. This prevents hasty equipment purchases that might not fit the newly merged organization’s long-term needs.
At Advanced Business Solutions, we’ve helped countless Florida businesses steer these scenarios with our flexible short term printer rental options. Our clients appreciate the simplicity of getting exactly what they need, exactly when they need it—without long-term commitments or hidden costs.
4. Printer & Copier Types Available to Rent
The world of short term printer rental offers an impressive variety of equipment to match virtually any business need. At Advanced Business Solutions, we pride ourselves on having options that fit everything from intimate team meetings to major conferences.
Laser Printers
When you need reliable, crisp text documents in high volumes, laser printers are your best friend. Our rental fleet includes models that zip through 30 to 75 pages per minute, perfect for text-heavy projects. They’re particularly popular with clients who need to print contracts, reports, or training materials without breaking the bank.
“The laser printer you provided saved our conference registration desk,” one client told us. “We processed over 2,000 attendee packets in just a few hours!”
Multifunction Printers (MFPs)
Think of MFPs as the ultimate office multitaskers. These clever devices combine printing, copying, scanning, and sometimes faxing in one compact footprint. With intuitive touchscreen interfaces and advanced workflow options, they’re perfect when you need versatility without cluttering your temporary space with multiple machines.
A Tampa-based event coordinator recently shared: “Having one device that handled everything from scanning attendee IDs to printing certificates made our registration process so much smoother.”
Color Printers and Copiers
When your materials need to pop with visual impact, our color devices deliver vibrant, professional results. Whether you’re using laser, inkjet, or solid ink technology, we have options to match different quality needs and budgets. Marketing teams particularly appreciate our color-matching capabilities for brand-consistent materials.
High-Speed Production Printers
Sometimes, volume is everything. Our production-class rentals exceed 100 pages per minute with advanced paper handling and professional finishing options like stapling, booklet making, and hole punching. These workhorses are built for continuous operation when deadlines are tight and documents are plentiful.
Wide Format Printers and Plotters
When standard paper sizes just won’t cut it, our wide format devices come to the rescue. Perfect for architectural blueprints, engineering drawings, event banners, and construction plans, these specialized printers eliminate the need to outsource your oversized printing needs.
“We rented a wide format printer for our three-day architectural conference,” a Miami client explained. “Being able to print revised blueprints on-site saved countless hours and kept our schedule on track.”
Document Scanners
Converting paper to digital is often a crucial part of modern workflows. Our high-speed scanners feature document feeding, OCR capabilities, and direct-to-cloud options that make digitizing stacks of paperwork surprisingly painless.
Paper Shredders
For projects involving sensitive information, secure destruction equipment ensures you stay compliant with privacy regulations. These rentals are particularly popular with legal teams, healthcare providers, and financial services firms.
Matching device to workload
Selecting the right equipment depends on several key factors:
Pages Per Minute Requirements
Your printing volume should guide your choice. Basic desktop printers work well for low volume (1-20 pages per minute), while workgroup devices handle medium volume (21-50 PPM). For serious output, our departmental or production devices exceed 51 pages per minute.
Paper Size and Media Types
Different projects demand different media handling capabilities. Most office printers handle standard letter/legal sizes beautifully. Need tabloid/ledger sizes? Selected multifunction devices have you covered. For truly oversized documents (A0, E-size), our wide format plotters are the answer. We can also recommend specific models that excel with specialty media like cardstock or envelopes.
Finishing Needs
What happens after printing matters too. Many of our rental units offer stapling and hole punching, while others can create professional booklets, handle folding, or collate and sort your documents automatically.
“We’ve found that matching the right device to your specific workload is absolutely crucial,” explains our equipment specialist. “A device that’s too small creates frustrating bottlenecks, while oversized equipment wastes both money and resources.”
Security & sustainability features
Modern rental equipment offers sophisticated features that protect both your data and the environment:
Security Features
Data protection matters, even with temporary equipment. Our rental fleet includes devices with secure print release (pull printing), user authentication, hard drive encryption, automatic data wiping between jobs, and detailed audit logging capabilities.
Sustainability Options
Being temporary doesn’t mean being wasteful. Our rental equipment includes energy-saving modes, duplex printing to reduce paper consumption, toner-saving settings, and compatibility with recycled paper. Many units carry ENERGY STAR certification.
“Many clients are pleasantly surprised to find our refurbished rental equipment meets or exceeds the environmental standards of brand-new devices,” our sustainability coordinator points out. “Our remanufactured MFPs meet ISO 9001:2008 standards while significantly reducing environmental impact.”
With the right short term printer rental in place, your team can focus on what matters most – getting the job done right – while we handle the printing technology that makes it possible.
5. What’s Included & How It Works Day-to-Day
When you partner with Advanced Business Solutions for a short term printer rental, you’re getting much more than just a machine. We’ve designed our service to be completely hassle-free from start to finish.
Complete Setup and Installation
The moment you agree to rent with us, our team springs into action. Our friendly technicians arrive at your location with everything needed to get you up and running:
“We handle everything from wheeling the printer through your door to sending the first test print,” says our lead installation technician. “By the time we leave, you’ll be ready to print without a worry.”
Our setup process includes physical placement of the equipment, complete network configuration, driver installation on your computers, print queue setup, and thorough testing. We don’t consider the job done until everything works perfectly.
User Training
Even the most sophisticated printer is only useful if your team knows how to use it. That’s why we provide brief but effective training sessions custom to your specific needs:
“The training was refreshingly practical,” reports a client from Orlando. “No technical jargon – just clear instructions on exactly what we needed to know.”
We’ll show your team the basics of operation, demonstrate any advanced features you might need, provide troubleshooting guidance, and share best practices for getting the most from your rental equipment.
Automatic Supply Replenishment
One of the biggest headaches with office printers is running out of toner at the worst possible moment. With our short term printer rental, that worry disappears completely.
Our systems monitor toner levels remotely, and we automatically ship new supplies before you run low. No inventory tracking, no emergency supply orders, no disruptions to your workflow.
“Automated supply restocking bundled with rental eliminates the headache of monitoring and ordering consumables,” shares a satisfied client from Gainesville. “Toner arrives before we even realize we’re running low.”
Preventative Maintenance
Regular maintenance is included with every rental to ensure peak performance throughout your rental period. Our technicians perform scheduled cleaning, make adjustments as needed, replace parts before they fail, and update firmware to keep everything running smoothly.
Think of it as having your own printer pit crew – we keep everything tuned up behind the scenes so you can focus on your work.
24/7 Technical Support
Problems don’t clock out at 5 PM, which is why our support team is available around the clock. Whether you need help at noon or midnight, we’re just a phone call away.
Our support includes phone and remote assistance, access to our online knowledge base, step-by-step troubleshooting guidance, and emergency on-site service when needed. As one Jacksonville client put it: “It’s like having an IT department just for your printer.”
Equipment Replacement
If your rental equipment develops a serious issue, we don’t leave you hanging. Our technical team responds quickly, attempts on-site repairs, and if that’s not possible, provides immediate replacement equipment.
“Free loaner equipment is provided immediately if on-site repairs aren’t possible,” notes our service guarantee. “This ensures your work continues without interruption.”
We recently had a client in St. Augustine whose printer developed an unusual paper feed issue during a critical project. Within two hours, we had delivered and set up a replacement unit, allowing them to meet their deadline without a hitch.
Service level expectations
With short term printer rental from Advanced Business Solutions, you can count on clearly defined service levels:
Our standard on-site response time is next business day, but priority service (within 4 hours) and emergency after-hours support are available for critical situations. Many issues can be resolved without a site visit thanks to our remote diagnostic capabilities and secure remote access.
For those rare occasions when equipment can’t be quickly repaired, we provide similar or upgraded replacement units with complete data and settings migration – at no additional charge.
Hidden fees to watch for
While we pride ourselves on transparent pricing, it’s important to understand potential additional charges that might apply in certain situations:
Our standard delivery within our Florida service areas (St. Augustine, Jacksonville, Orlando, Gainesville) is typically included, but remote locations may incur additional delivery fees. Rush delivery outside normal scheduling windows might carry premium charges.
Most rental agreements include specific page allowances for both black-and-white and color printing, with overage charges applying if you exceed these limits. We’ll help you choose the right plan to minimize the chance of overages.
While standard support during business hours is always included, premium 24/7 support and weekend/holiday service may have additional fees depending on your service agreement.
“We believe in complete transparency about our fee structure,” explains our rental coordinator. “There are no surprise charges with our rental agreements – everything is clearly outlined upfront.”
6. Cost & Contract Smarts
Understanding the dollars and cents of short term printer rental doesn’t have to give you a headache. Let’s break down what you need to know to make smart financial decisions and get the most bang for your buck.
Rental Rate Structures
When you’re exploring rental options, you’ll find pricing varies based on what you need:
- Equipment type and capabilities
- How long you need it (daily, weekly, monthly)
- How many pages you plan to print
- Any special features or services
At Advanced Business Solutions, our basic printer rental packages start around $79 per month. Need something with more bells and whistles? More advanced multifunction devices typically range from $150 to $500+ monthly, depending on what they can do for you.
“We customize rental packages to match what you actually need,” explains our rental team. “There’s no reason to pay for features you’ll never use.”
Volume Tiers and Pricing Models
Most rental agreements follow one of these approaches:
Flat-Fee Rental keeps things simple with a fixed monthly charge that includes a set number of pages. You’ll only pay extra if you exceed your allowance. This model makes budgeting a breeze since you know exactly what to expect each month.
Per-Click Pricing combines a base rental fee with charges for each page you print. Black and white pages cost less than color, and you only pay for what you actually use. This works beautifully if your printing needs fluctuate.
Hybrid Models offer the best of both worlds with a lower base rate, reasonable page allowance, and fair overage rates. It’s the sweet spot between predictability and flexibility that many of our clients prefer.
Insurance and Liability
It’s important to understand who’s responsible if something happens to your rental equipment:
Most of our short term printer rental agreements include coverage for normal wear and tear. We offer optional damage protection for added peace of mind, and we’re always transparent about liability for theft or major damage.
“We want you focused on your work, not worrying about the printer,” says our customer service manager. “Our agreements spell out exactly what’s covered and what’s not, in plain English.”
Extension or Early Return Options
Life doesn’t always follow our carefully laid plans, which is why flexibility matters:
Most providers, including Advanced Business Solutions, allow you to extend your rental with proper notice. If you need to return equipment early, there might be an adjustment fee, but we work with you to make it reasonable. Many clients also appreciate the option to convert from rental to lease or purchase if they fall in love with their temporary equipment.
“Can I extend my rental period? Yes; our service offers flexible rental periods and can adjust the term to suit longer-term needs,” explains our contracts specialist.
Budgeting for short term printer rental
From a financial perspective, printer rental offers several advantages that make your accountant smile:
Predictable Operating Expenses mean no large capital outlay and fixed monthly costs that make budgeting straightforward. With maintenance and supplies included, you won’t face unexpected repair bills that throw off your financial planning.
Avoiding Depreciation Challenges is another benefit. You don’t have to track asset depreciation, worry about equipment becoming outdated, or deal with disposal costs when it’s time to upgrade.
Tax Considerations often favor rentals too. Rental payments are typically fully deductible as business expenses, making your accounting simpler than with capitalized equipment. For longer-term arrangements, there may be potential Section 179 benefits worth discussing with your tax advisor.
“Under IRS Section 179, businesses may deduct the full cost of qualified equipment in the year of purchase, but rental payments are generally fully deductible as operating expenses without the complexity,” notes our financial advisor.
Negotiating a win-win agreement
When finalizing your short term printer rental agreement, focus on these key points to ensure everyone walks away happy:
Clarify Term Flexibility by understanding the minimum rental period, extension options with pricing, and any early termination possibilities and their associated costs. At Advanced Business Solutions, we believe in being upfront about these details.
Understand Supply Inclusions and Limitations such as page allowances for both black/white and color printing, what happens if you exceed those limits, and guarantees about supply quality. No one likes surprises on their bill.
Review Exit Clauses and Conditions including equipment return procedures, final inspection requirements, and data security protocols for returned equipment. This is especially important for businesses handling sensitive information.
“The most important aspect of any rental agreement is clarity,” advises our contracts manager. “Every aspect of the arrangement should be clearly documented and understood by both parties.”
By taking time to understand these financial and contractual elements, you’ll ensure your short term printer rental experience is smooth, predictable, and delivers the value you expect. At Advanced Business Solutions, we’re committed to making the process transparent and beneficial for your specific business needs.
7. Maximizing Value From Your Rental
Getting the most from your short term printer rental isn’t just about having the equipment—it’s about using it wisely. With a little planning, you can maximize your return on investment while keeping costs predictable.
Right-Sizing Your Equipment
The first step to maximizing value is selecting the right equipment for your needs. Many businesses make the mistake of over-provisioning “just in case,” but this rarely makes financial sense.
“We often see clients who think they need a Ferrari when a reliable sedan would do the job perfectly,” says our rental specialist. “Matching your actual needs to the right device saves money and reduces complexity.”
Take time to analyze both your typical and peak volume requirements. Consider the types of documents you’ll produce—simple text documents need different capabilities than marketing materials with complex graphics. Also factor in any anticipated growth during the rental period so you don’t outgrow your equipment too quickly.
Implementing Simple Print Policies
Even for temporary setups, basic print guidelines can dramatically reduce waste and control costs. Setting defaults to black and white and duplex (double-sided) printing can cut paper usage in half and reduce toner consumption. Limiting color to essential documents only—like client-facing materials or final presentations—prevents unnecessary expenses.
Teaching your team to use preview functions before printing helps catch errors before they waste resources. For sensitive environments like healthcare or legal settings, consider implementing user authentication to ensure confidential documents don’t fall into the wrong hands.
Strategic Supply Planning
While supplies are typically included in your short term printer rental agreement, efficient use benefits everyone and helps avoid unexpected overage charges.
Train users on appropriate print quality settings for different document types. Draft mode works perfectly for internal documents, while presentation materials might need higher quality. Understand your allowances and monitor usage regularly to avoid surprise charges at the end of your rental period.
One critical but often overlooked tip: request supply deliveries before critical deadlines. Nothing derails an important presentation like running out of toner the night before!
Secure Data Handling
Modern printers and MFPs are sophisticated computers that store information—a fact many renters forget until it’s too late.
“Your rental printer likely contains sensitive business information by the time you return it,” warns our security specialist. “Taking proper steps to protect that data is essential.”
Enable hard drive encryption if available on your rental device. Before returning equipment, request secure data wiping to ensure your business information doesn’t leave with the printer. Remove any custom settings or network information, and back up scan templates or custom workflows you might want to use again.
Environmentally Responsible Practices
Being environmentally conscious with your rental makes good business sense. Recycle paper appropriately and return all toner cartridges for proper recycling. Use energy-saving settings when configuring your device, and for particularly large print jobs, consider carbon offset options.
“One client reduced their rental printing costs by over 30% simply by implementing default duplex printing and educating users about appropriate color usage,” shares our efficiency consultant. “Those savings went straight to their bottom line while also reducing their environmental footprint.”
Quick tips checklist
For event-based or project-based rentals, this checklist ensures success:
Pre-Event Testing
Never wait until the last minute to test your rental equipment. Schedule delivery at least one day before critical usage so you have time to resolve any issues. Test all functions with actual job samples rather than just printing a test page. Verify network connectivity and driver installations on all computers that will need access.
“Pre-event testing is absolutely critical,” emphasizes our events specialist. “The time to find issues is before your event begins, not when you have a line of people waiting for badges or handouts.”
Create templates for recurring documents to save time during the event, and test backup procedures so you know what to do if something goes wrong.
User Training Essentials
Even the best equipment can be underused if people don’t know how to use it. Designate and train primary operators who will become your in-house experts. Create simple quick-reference guides for common tasks and post clear instructions near the device.
Make sure everyone knows who to contact for support questions, and review jam clearing procedures—because paper jams always seem to happen at the worst possible moment!
Usage Monitoring
Keep an eye on your usage throughout the rental period. Track daily meter readings to manage volume against your allowances. Watch the ratio of color versus black and white usage, as color typically costs significantly more. Monitor supply levels, especially before weekends when getting emergency deliveries might be challenging.
Maintaining logs of any issues you encounter provides valuable information for service discussions and helps ensure smoother operations if you rent again in the future.
By following these strategies, you’ll get maximum value from your short term printer rental while avoiding unnecessary costs and headaches.
Frequently Asked Questions about Short Term Printer Rental
What happens if I need the device longer?
Plans change, and projects often run longer than expected. That’s why we’ve designed our short term printer rental program at Advanced Business Solutions to be incredibly flexible.
“We understand that deadlines shift and projects evolve,” explains our rental coordinator. “Extending your rental is as simple as giving us a call or sending an email.”
Most rentals can be extended with just a day’s notice, whether you need an extra day, week, or month. We typically maintain the same rates for extensions, so there’s no penalty for changing your timeline. For substantially longer extensions, we might suggest switching to a more cost-effective arrangement to save you money.
One client recently shared: “When our three-day conference unexpectedly added two workshop days, Advanced Business Solutions extended our printer rental with just a phone call. No hassle, no paperwork – just the service we needed.”
How fast can a printer arrive on site?
When you need printing capability quickly, timing matters. Our delivery timeframes depend on a few factors:
Standard delivery throughout Florida typically takes just 1-2 business days. For urgent needs in Jacksonville, Orlando, St. Augustine and surrounding areas, we frequently provide same-day delivery when orders are placed before noon.
“For a law firm in Tampa that experienced an equipment failure during trial preparation, we delivered and installed a replacement MFP within three hours of their call,” notes our logistics manager.
Most common models are kept in stock specifically for rapid deployment. However, highly specialized equipment or custom configurations might require additional time to prepare.
For planned events, we always recommend scheduling delivery at least 24-48 hours beforehand. This buffer allows time for proper setup, network configuration, and testing before your critical printing begins.
Are supplies and maintenance really included?
Yes – and we mean truly included! This comprehensive approach is what makes short term printer rental such a hassle-free solution.
From the moment your equipment arrives, you’ll receive:
- A complete set of initial supplies
- Automatic toner/ink replenishment as needed
- All maintenance parts when required
- Labor for any necessary repairs
- Both remote and on-site technical support
- Equipment replacement if repairs can’t be completed quickly
“The all-inclusive nature of our rental agreements means no surprise costs,” our service director emphasizes. “Our clients appreciate knowing exactly what they’re paying without hidden fees or unexpected expenses.”
The only exceptions to our all-inclusive coverage would be damage from accidents or misuse, printing volumes that dramatically exceed your contracted allowance, or specialty media that wasn’t part of the original agreement.
A school administrator in Gainesville recently told us: “Having toner automatically delivered before we ran out saved us during testing week. We never had to think about supplies – they just appeared when needed.”
What about data security on rental devices?
In today’s digital environment, data security concerns don’t disappear with temporary equipment. Modern printers and MFPs contain hard drives that store document data, making security protocols essential.
“We take data security extremely seriously,” states our security specialist. “Every device undergoes a complete secure erase process before redeployment.”
Our short term printer rental program includes several security measures:
- Secure data wiping procedures for all returned equipment
- Hard drive encryption options on compatible models
- User authentication capabilities for document security
- Pull printing options for confidential materials
- Compliance support for industry standards like HIPAA and FERPA
For healthcare clients and others with stringent security requirements, we can provide documentation of our wiping procedures for compliance purposes. We understand that temporary equipment shouldn’t mean temporary security standards.
Can I rent just for a single day?
Absolutely! While weekly and monthly rentals are most common, single-day rentals are available for those ultra-short-term needs.
“One-day equipment rentals are perfect for special situations without long-term commitments,” confirms our events coordinator. “We’ve supported everything from small board meetings to major sports tournaments with daily rental equipment.”
Single-day rentals are particularly popular for:
- Corporate conferences and presentations
- Training sessions and workshops
- Executive board meetings
- Graduation ceremonies and special events
- Emergency replacements when permanent equipment fails
The setup process is identical to longer rentals – we deliver, install, and configure the equipment, provide brief training, and then pick everything up when you’re finished.
A conference organizer in Orlando recently commented: “Having professional printing capabilities on-site for just our two-day event made registration seamless. The equipment worked perfectly, and then disappeared when we no longer needed it – exactly what we wanted.”
Conclusion
Short term printer rental gives businesses the perfect answer to temporary printing needs without getting stuck with equipment you’ll rarely use. Whether you’re running a three-day conference, setting up a construction trailer office, dealing with tax season document overload, or testing new office workflows, rental delivers exactly what you need, when you need it.
Here at Advanced Business Solutions, we’ve taken all the complexity out of the process with our straightforward rental packages that truly cover everything:
- We’ll help you choose the right equipment for your specific situation
- We deliver quickly throughout Florida (from Jacksonville to Orlando, St. Augustine to Gainesville)
- Our techs handle all setup and network integration so you’re ready to go
- You’ll never run out of toner thanks to our automatic supply restocking
- When problems arise, our support team responds fast
- And best of all – no long-term contracts or commitments
The benefits speak for themselves. You’ll enjoy completely predictable costs with no surprises. You’ll get access to the latest printing technology without the investment. You’ll never deal with maintenance headaches or repair bills. And you can easily scale up for busy periods or scale down when things slow down.
“One call to Advanced Business Solutions delivers the flexible, supply-restocked printers you need – and we take them away when you’re done,” as our operations director puts it. “Printing without commitment shouldn’t be complicated.”
Our Florida clients tell us how refreshing it is to work with a document solutions provider who actually focuses on making their lives easier rather than just pushing equipment.
Wondering if short term printer rental might be the answer to your temporary printing challenges? Give our team a call today for a straightforward quote custom to your specific needs.
And if you’re thinking about longer-term document management, take a look at our Copier leasing benefits page to explore those options as well.
