Power generation jobs are easy and uncomplicated, right? Power is out somewhere, they call a rental company, they grab a generator, toss it into the back of a truck, bring it to the right address, plug it in and the lights are on. That’s all there is to it, right?
Well, not exactly. Whether it’s powering a construction jobsite, an industrial facility, a hospital, an office building, a business, an apartment or single-family home, a football game, a live theater presentation or rock concert, the rental company needs to ask a lot of questions before the equipment is ready for the jobsite. And for every tip listed here, we have no doubt there are several more aspects we didn’t cover.
If you’re new to power generation rental, here are a few things to keep in mind. And then you can start to do your research. If you’re a veteran, perhaps there’s still a few suggestions that might help, thanks to some power rental experts that offered some tips. It’s thanks to them this article was written.
No. 1: It starts with sales: The most important work on any power generation job is what you do long before you start. Many of your customers never thought about this issue until the power actually goes out. Which is why you need power generation salespeople on the ground.
I was once told by a power specialist: “I have a power solution for every business in North America. I just have to let every business know that we’re here!” Any business owner or manager who doesn’t have a power outage plan in advance is negligent. So start knocking on the door of every business or home that you see.
No. 2: Contingency plans: “Develop a written emergency response plan and outline what constitutes an emergency and what steps need to be taken to mitigate disruption by individuals within your company and your rental suppliers,” says Steve Ferlita, power systems vp, Ring Power Corp. “Be sure to include redundancies because some of the individuals named might be on vacation or directly affected if it’s a widespread disaster type like hurricanes and those people might be displaced.”
Every rental company should have such an emergency response plan in regard to the rental center itself. But also a power generation supplier should develop such plans in partnership with their customers. A rental company should have a signed contract well in advance with its customers: In case of emergency, these are the things your company needs to have prepared and this is what we’ll do for you in case of fire, earthquake, hurricane, or other disaster, along with an agreed-upon framework for cost of services. If any of these emergencies occur, the rental company (and customers) need to act fast. It’s not the time to be haggling or negotiating over the price of needed services.
No. 3: Work with a qualified electrician: “Sizing a generator or battery energy storage system depends on many variables but the majority of the time a licensed electrician or facilities personnel conducts the sizing, often supported by a rental professional well versed in the capabilities of their products,” says Ferlita. “The primary power loads can be calculated based off breaker sizes, utility consumption, voltage and amperage.”
No. 4: Where to place the generator: “Identify where the generator will connect and where it can be placed onsite,” says Patrick Ayranto, vice president of operations, Stephenson’s Rental Services. “Avoid locations near windows, air intakes, or balconies to prevent exhaust from entering the building.”
“Don’t hide generators away in tight corners when setting up jobsites,” adds Ray Lagrandeur, national service manager, Cooper Equipment Rentals. “Position generators and fuel cubes in easily accessible areas.”
No. 5: Routing the cable: Estimate the distance between the generator and the connection point, noting if cables will cross doorways, walkways, or driveways. Trip hazards during temporary deployment need to be discussed with the rental provider and any concerns addressed. Have a planned route for cables inside the building.
No. 6: Power information: Ask the customer to supply a recent hydro bill available to reference their peak usage or confirm their main switch rating (amperage/voltage).
No. 7: What is being powered?: “A thorough understanding of the system being powered will provide the vendor with the necessary details to size the system effectively,” says Brian Kelleher, regional product development manager, large power, United Rentals Power & HVAC. “For example, are we powering a high number of motor loads, transient loads or non-linear loads? What do these load profiles look like?”
No. 8: Start with a Detailed Load Assessment: “Before selecting equipment, calculate total power requirements, including peak loads and critical systems,” says Scott Ferry, general manager, Carolina Cat Power Systems. “Consider voltage, phase, and frequency requirements. There are also some easy-to-use online tools to help get you started, like Cat's Power Hub. A trusted rental partner can help determine [customers’] needs and ensure accurate sizing, even providing turnkey solutions if needed.”
No. 9: What type of equipment? “Work with customers to map out power needs from project start to finish,” adds Cooper’s Lagrandeur. “List all equipment and identify the required voltage and total kilowatt draw at each stage. Power needs often start small, spike mid-project, then taper off towards completion. Ensuring customers have the right amount of power prevents downtime, cuts fuel use, and lowers rental costs, keeping projects running smoothly and efficiently.”
No. 10: Understand Site Conditions Before Delivery: “Determine the optimal location based on safety, connection points, and cable runs,” says United Rentals’ Kelleher. “Evaluate access roads, clearance for equipment, and ground stability. Prepare level surfaces and ensure proper drainage to prevent flooding around generators or fuel tanks.”
Emergency response plan
No. 11: Plan for emergencies: “Make safety planning a priority by designing jobsites with emergency response in mind,” says Cooper’s Lagrandeur. Generators should be positioned for easy access by emergency personnel and allow for a quick shutdown if needed.
No. 12: Distribution panel labeling: Labeling inside the distribution panel helps inexperienced operators safely identify output voltages.
No. 13: Plan a communication protocol: “Identify critical loads, backup power priorities, and communication protocols well in advance,” says Carolina Cat’s Ferry. “If it's regulatory or mission-critical that the power stays on, arrange a contingency plan to ensure the rental generators and ancillary equipment the customer needs are always available and can be quickly delivered and operational.”
No. 14: Flexible plans and services: Some customers might own their own generator and ask the rental company to store it, maintain it, and deliver it when the customer needs it, or they might prefer a strict rental with the rental company supplying the unit, which might vary according to circumstance.
No. 15: Skids or trailers, loading or unloading: “Determine if your rental assets will be skid- or trailer-mounted, and what type of loading or unloading equipment might be needed for deployment,” says Ring Power’s Ferlita.
No. 16: 24/7 a must: “Emergency power outages are difficult to predict,” points out Darren Sykes, director of parts & service, Rental Guys. “However, if one occurs after business hours, we offer an after-hours contact option that connects customers directly with our emergency services manager. They will assess the situation and, if necessary, dispatch the appropriate equipment to the site. If a generator goes down, a field technician can be dispatched to get the customer back up and running as quickly as possible. If an emergency order comes through during regular business hours, our multiple locations are available to provide resources and assistance to handle the situation efficiently.”
No. 17: Are onsite workers prepared? Ensure onsite workers know how to safely shut down generators and can locate – and properly use – suppression systems, fire extinguishers and spill kits. The right level of preparation and communication can prevent injuries and minimize damage when emergencies happen.
No. 18: Maintenance agreement: Part of any agreement needs to cover what type of maintenance is required on a long-term rental and determine what tasks the renter will do and what tasks the rental company will do, with pricing agreed upon in advance.
No. 19: Is the building set up for power? Ensure that the customer’s building or structure is set up to receive temporary power, i.e., some sort of tap box that can isolate the utility feed, automatic transfer or manual transfer switch. Determine types of physical connections that may be required, such as Cam loks or mechanical lugs.
No. 20: Safety barriers: “Safety barriers might be needed in certain sites to limit unauthorized personnel to gain access to the machinery,” says Ferlita. “In certain environmental areas, a containment berm might be required.”
No. 21: Point person in charge: The customer should identify somebody with setup responsibility so the rental company can identify who will be responsible for setup on the customer’s end to make sure temporary power is deployed safely and efficiently.
Connect to Telematics
No. 22: Connect to Telematics: “When possible, connect equipment to telematics systems so customers can monitor fuel levels, track rented units, and receive low-fuel alerts,” says Cooper’s Lagrandeur. “This proactive approach helps prevent downtime and ensures fast, efficient repairs or fuel delivery when it’s needed most. Remember: saving your customers time and money is the key to becoming a trusted partner in their success.”
“The use of remote monitoring systems is important to track load, fuel consumption, and alarms,” adds Carolina Cat’s Ferry. “Preventive maintenance during long-term rentals can also reduce costly downtime.
No. 23: Full or partial: “Determine whether full power is required or if essential systems only can be maintained during an outage,” says Stephenson’s Ayranto. “Balance cost and need — larger generators are more expensive but may not be necessary for short-term outages.
No. 24: Recognize your scenario: Why is the customer needing power? Because power was available and is now lost? Because power will not be available, because the outage is scheduled? Because power is unavailable at a temporary site and must be provided? Is it standby, prime, or continuous operation?
No. 25: Verify available fuel sources: Whether the fuel is diesel, gas, natural gas or LPG, know where available fuel sources are located. Carolina Cat advises the rental provider to know in advance the tank capacity and the fuel consumption rate of the generator set. The unit should be able to operate for at least eight hours between refueling. Having an auxiliary fuel tank enables longer runs between refueling. Delivery access is important as well. Make sure there’s a clear and navigable route for fuel delivery vehicles. And prior credit approval from the fuel supplier is essential to keep emergency operations on track.
“Fuel supply is often overlooked,” says Ferry. “Schedule refueling intervals based on load and runtime. Ensure safe storage that meets local regulations. For extended outages and long-term rentals, consider on-site fuel tanks or scheduled refueling services.”
No. 26: Assess the site carefully before installation: Make sure you provide weather protection for disconnects and panels, says Stephenson’s Ayranto. “Confirm ground prep and levelling,” he notes. “Ensure adequate space, ventilation and noise control. Plan for electrical access, cable routing, grounding, and bonding.”
No. 27: Factor in redundancy and possible future expansion: “Prioritize today but anticipate possible future load growth or additional equipment,” says Carolina Cat’s Ferry. “Including redundancy for mission-critical operations helps to avoid downtime during maintenance or unexpected failures.”
No. 28: Choosing the right equipment: Mobile diesel generators are the most commonly rented, say most rental companies. “Battery energy storage systems can also help handle peak shaving, load shifting, and supplement renewable sources,” says Ferry. “Hybrid setups can provide a cost-effective, highly flexible and sustainable solution.” Ferry says rental companies can be most effective by providing a full portfolio, including temperature control units, air compressors, fuel supply, distribution gear, and other ancillary equipment.
No. 29: Address safety and compliance early: Confirm grounding requirements, cable routing, and protective barriers. Follow local codes for noise, emissions, and fire safety.
No. 30: Geographic challenges: “Vendors may face several geographical challenges, including remote locations that limit service access, secured sites that require special authorization and areas with volatile weather patterns,” says United Rentals’ Kelleher. “All influence the design and support plan.”
No. 31: How critical is the load? Loads that are considered critical require greater levels of redundancy. Some sites cannot encounter any downtime, even during scheduled maintenance. A power system with no redundancy or multiple channels of distribution increases the risk of interruptions.
There is no “one size fits all” approach to power system design. The system must reliably meet the demands of the highest and lowest load challenges. Too large, and the system will waste money, fuel and create underloading challenges. Too small, and you invite unnecessary interruptions and downtime.
Planning ahead for refueling and servicing for continued operation can help eliminate the possibility of fuel and service technicians being turned away or delayed. For smaller applications, pairing a right-sized generator with a BESS can help reduce runtime, fuel burn and noise while managing short surges and variability. For high-consequence scenarios, such as powering a town during a substation outage or emergency, N+1 (or more) redundancy will typically be necessary to ensure uninterrupted power delivery.
32: It’s all in the questions: Sykes, of Rental Guys, says it’s all in the questions, and lists key questions that must be asked upfront. “What size generator (kW or kVA) do you need for your power requirements? What equipment or devices will you be running with the generator? What is the horsepower of your electric motor? (if applicable)? Are you running single-phase or three-phase power?”
33: Avoid light-loading: “Monitor generator load to prevent damage,” says Cooper’s Lagrandeur. “Light loading is one of the biggest threats to generator health. We see far too many running well below that threshold, leading to wet stacking, clogged systems, and expensive failures. Use telematics to track load in real time and alert customers when generators are underperforming. Keeping equipment properly loaded protects your investment and reduces repair costs.”
34: Fuel diversity: “Don't just default to one type of fuel because that's what's always been used,” says Lagrandeur. “The right fuel choice affects operating costs, runtime, maintenance, and environmental compliance so be sure to match fuel sources to job requirements. For sites near residential areas or schools – where noise and emissions matter – battery energy storage systems can run quietly for extended periods without constant generator operation.”
35: Re-checking the size: Customers often request the same generator model they've always used, but that doesn't mean it's the right fit. Modern generators run best at around 70 percent of rated capacity. Oversizing might feel safe, but running underloaded causes carbon buildup and premature failure. Take time to match the generator to actual power needs. It protects equipment, improves efficiency, and saves money over the life of the rental.
36: Keep DEF topped off and stored properly: “Remind customers to refill Diesel Exhaust Fluid every time they refuel. It keeps equipment running smoothly and prevents costly downtime. DEF should be stored in a cool, shaded, climate-controlled area – sunlight and heat degrade it quickly. For smaller jobs, use 4-liter jugs to minimize contamination. For larger operations, bulk DEF keeps tanks sealed and clean.
37. Certificate of Insurance: Some rental companies will not allow equipment to be rented unless the renter provides a certificate of insurance confirming general liability coverage. The amount varies according to the value of equipment being rented. It should also cover physical damage coverage for replacement value of the rented equipment.
About the Author
Michael Roth
Editor
Michael Roth has covered the equipment rental industry full time for RER since 1989 and has served as the magazine’s editor in chief since 1994. He has nearly 30 years experience as a professional journalist. Roth has visited hundreds of rental centers and industry manufacturers, written hundreds of feature stories for RER and thousands of news stories for the magazine and its electronic newsletter RER Reports. Roth has interviewed leading executives for most of the industry’s largest rental companies and manufacturers as well as hundreds of smaller independent companies. He has visited with and reported on rental companies and manufacturers in Europe, Central America and Asia as well as Mexico, Canada and the United States. Roth was co-founder of RER Reports, the industry’s first weekly newsletter, which began as a fax newsletter in 1996, and later became an online newsletter. Roth has spoken at conventions sponsored by the American Rental Association, Associated Equipment Distributors, California Rental Association and other industry events and has spoken before industry groups in several countries. He lives and works in Los Angeles when he’s not traveling to cover industry events.