AV Equipment Checklist for an Award Ceremony in Astoria

Brought to you by Event Rentals NYC, a KLAV Group company. Trusted by Madison Square Garden, Barclays Center, Hillsong NYC, and 1,000+ events.

An award ceremony in Astoria demands flawless audio, cinematic lighting, and crisp visuals so every honoree feels celebrated. Use this checklist to plan a 150–300 guest gala that runs like clockwork.

Sound

Audio is non-negotiable — if guests can't hear the winners, the night is lost. Order sound 4–6 weeks in advance.

• PA System (Line Array or Powered Tops + Subs): 2 tops + 2 subs for rooms up to 5,000 sq ft. Cost: $450–$1,200/day.
• Wireless Handheld Microphones: 4 mics (host + 3 floating presenters). Cost: $75–$150 each/day.
• Wireless Lavalier Mics: 2 lavs for backstage interviews and emcee mobility. Cost: $85–$175 each/day.
• Stage Monitors: 2 wedge monitors so presenters hear themselves clearly. Cost: $125–$250 each/day.
• Digital Mixer (Yamaha QL5 or Allen & Heath SQ-6): 1 mixer with a dedicated audio engineer. Cost: $400–$900/day plus engineer.

Lighting

Lighting sets the prestige. Book 3–4 weeks out and schedule load-in 5 hours before doors.

• LED Uplighting: 16–24 wireless DMX uplights in your brand color. Cost: $25–$45 each/day.
• Dance Floor Lighting: 4 moving heads + 2 wash lights for the after-party. Cost: $300–$700 package.
• Stage Wash & Key Lighting: 6–8 ellipsoidals to light the podium and award presenters. Cost: $400–$900 package.
• Ambient/Pin Spots: 1 pin spot per centerpiece (15–25 tables). Cost: $20–$35 each/day.
• Custom GOBO Logo Projection: 1–2 GOBOs of the event logo on walls or dance floor. Cost: $250–$500 each.

Video

Visuals carry the storytelling. Confirm screen sizes 2 weeks out so graphics are formatted correctly.

• HD Projector (10K–20K Lumens): 1 main projector for nominee reels. Cost: $750–$2,500/day.
• Fast-Fold Projection Screen (12'x16'): 1 main screen behind the stage. Cost: $400–$900/day.
• 55"–75" TV Displays: 2–4 confidence monitors plus lobby signage. Cost: $200–$450 each/day.
• Video Switcher (Blackmagic ATEM): 1 switcher with operator for live camera cuts. Cost: $350–$700/day.
• HD Cameras: 2 cameras (wide + tight) for IMAG and recording. Cost: $400–$800 each/day.

DJ / Music

Live music or DJ keeps energy high between award segments. Lock 30 days out.

• DJ Controller (Pioneer DDJ-1000 or CDJ-3000s + DJM-900): 1 setup. Cost: $250–$650/day.
• Turntables (Technics SL-1200): 2 turntables for open-format DJs. Cost: $150–$300 each/day.
• DJ Booth Façade (LED or White): 1 branded façade with logo. Cost: $200–$500/day.
• Headphones & Cabling: Bundled. Cost: $50–$100/day.

Extras

The details guests post about. Reserve 2–3 weeks ahead.

• Photo Booth (360 or Mirror): 1 booth, 4 hours coverage. Cost: $700–$1,500/event.
• Low-Lying Fog Machine: 1 unit for red carpet or first-dance look. Cost: $150–$350/day.
• Confetti Cannons: 4–6 cannons for the closing moment. Cost: $50–$125 each.
• Red Carpet + Stanchions: 1 carpet, 8 stanchions. Cost: $200–$450 package.

Rent Your Award Ceremony Package from Event Rentals NYC

Skip the headache of sourcing five vendors. Event Rentals NYC, a KLAV Group company, delivers, sets up, operates, and strikes every item above — backed by 20+ years and a roster including MSG, Barclays, and UBS Arena.

Call 646-280-9522 or email ozzy@klavgroup.com for a same-day Astoria quote.