Photocopier rental for events, conferences and trade shows
Same-day delivery and setup of office-class A3 multifunction devices for events at Madrid IFEMA, Barcelona Fira, and regional venues across Spain — booked by the day, the weekend, or the full event run.
Trade fairs
Booth-side printing of brochures, lead-capture forms, and on-demand collateral across multi-day exhibitions.
Conferences
Programme reprints, attendee badge printing, session handouts, and last-minute revisions at venue.
Corporate events
Annual meetings, board offsites, partner conferences requiring discreet on-site document production.
Press launches
Press kit reprints, embargo-staggered material releases, and journalist credential handouts.
Day Event
- Office A3 colour MFP · 35 ppm
- Delivery and setup at venue
- 1,000 colour pages included
- On-call technical support
- End-of-day collection
- Standard installation: 8am–10am
Multi-Day Event
- Office A3 colour MFP · 35 ppm
- Pre-event setup and configuration
- 4,500 colour pages included
- Dedicated event-coordinator contact
- On-site technical visit available
- Toner replacement included
- Post-event collection
Full Event Week
- Mid-volume A3 colour MFP · 45 ppm
- Pre-event configuration and test
- 10,000 colour pages included
- Dedicated technician on call
- Daily on-site check-in visit
- Full consumables coverage
- Setup and breakdown included
Trade shows and conferences run on tight schedules. The booth needs to print collateral as visitors arrive, the conference programme needs reprinting after a last-minute speaker change, the press desk needs an embargo-staggered material release. An office MFP at the host venue is rarely an option — venue copiers usually live behind the registration desk with limited access and unpredictable availability. The reliable solution is a rented A3 colour multifunction delivered directly to the exhibitor's booth or to the conference's back-office room, with consumables and technical support included for the duration.
The packages above cover the three most common event scenarios. Custom configurations are available for high-volume requirements (election counts, mass-mailing days, multi-language collateral runs) where the standard packages need expansion. Booking lead time is two business days for standard packages and one week for high-volume configurations.
Six things every event-rental package includes
Delivery and setup at venue
The device arrives configured for the event and tested before the first session begins. Setup includes network configuration if Wi-Fi is required, secure print release if requested, and a paper-load with two reams in the cassette.
Consumables for the included page count
Toner cartridges, paper, and any finisher consumables required for the package's included page count. Overages billed at €0.045 per colour page and €0.012 per mono page above the included threshold.
Technical support on event days
A dedicated event coordinator's mobile number for the duration. Most issues resolve through a phone call; on-site technician dispatch typically arrives within 90 minutes during business hours.
Toner replacement during the event
If the event exceeds the included page count, replacement toner cartridges are delivered to the venue within 4 hours of the call. No interruption to the workflow during cartridge swaps.
End-of-event collection
The device is collected from the venue at end of last day, removing the deinstallation burden from the exhibitor. Hard-drive sanitisation is performed offsite to ensure no document residue remains.
Standard event insurance included
Equipment liability coverage during transit and on-site use is included in the rental package, removing the need for the exhibitor to extend their event insurance to cover the device.
Six questions event coordinators typically ask
How far in advance should we book?
Two business days lead time for standard packages; one week for high-volume configurations or for events at major venues during peak season (March, May, October at IFEMA Madrid; February, May at Barcelona Fira).
Can the device print in colours matched to our brand?
Standard rental devices ship with calibrated colour profiles that produce industry-standard colour output. Custom brand-colour calibration is available on the Full Event Week package with one week additional lead time.
What if the event runs longer than booked?
Extension rate is the per-day price of the original package level. Extensions arranged before the original end-date avoid a setup-fee for the extension; same-day extensions carry a €40 administrative fee.
Does the device require dedicated power?
Tier-three A3 colour MFPs run on standard 16A single-phase circuits. The venue's standard exhibitor power is typically sufficient. High-volume A3 devices benefit from a dedicated 16A circuit, which most exhibition venues can provide on request.
Can multiple devices be deployed at the same event?
Yes. Multi-device packages are available with discounted per-device rates for events requiring two or more rented MFPs at the same venue. Common for large trade-fair stands and multi-track conferences.
Is Wi-Fi printing supported?
All rental devices support wireless printing from laptops, tablets, and smartphones. Venue Wi-Fi compatibility is confirmed during setup. Cellular-router backup is available for venues with unreliable Wi-Fi infrastructure.
Booking and contact
Event rentals are coordinated through the rental division of Fotocopias Trebol, separate from the main copier-sales channel. Bookings require a 30 percent deposit on confirmation and the balance settled at delivery. Payment terms align with the Spanish standard for B2B event services.
For a specific event quote, contact the events team with the venue name, event dates, expected daily volume, and any device-class preferences. Confirmation typically returns within four working hours during business days and includes pricing, delivery scheduling, and the technical-support contact for the event period.