Be prepared that there will always be registrations coming in after the deadline. Send list of hotels with the event kit, or, if event takes place in a hotel, make arrangements with hotel to reserve rooms for the event. Rental and shipping of Equipment Companies should and do rent monitors. Arrange a special deal with a local rental company. It is the responsibility of the companies to contact the rental place.
Shipping is the responsibility of the companies.
Customs shouldn't be a problem either, but expect a couple of phone calls from an airport about what to do with a particular shipment. The entire network has to be built up from scratch. Rooms may not be available until the event actually starts, or there may be additional costs for renting them. The test room must be secured and available 24 hours per day. The cabling should be arranged in a secured way to avoid damage of equipment.