The Complete AV Equipment Checklist for an Award Ceremony in Austin

Planning an award ceremony in Austin? Whether you're honoring industry leaders at a downtown hotel, recognizing nonprofit champions at a private venue, or celebrating company achievements at a corporate gala, the right AV setup separates a forgettable night from a flawless one. At Event Rentals NYC (a KLAV Group company), we've produced over 1,000 events for clients like Madison Square Garden, Facebook, and Nickelodeon. Use this checklist to make sure nothing slips through the cracks.

Sound Equipment

Audio is the backbone of every award ceremony. Speeches, walk-on music, and acceptance moments must be crisp from the first row to the back of the room.

• PA System (Line Array or Powered Speakers) — Needed for any room over 100 guests. Quantity: 2 mains + 2 subs for 200-guest rooms; 4 mains + 4 subs for 500+. Cost: $400–$1,800.
• Wireless Handheld Microphones — Essential for presenters and winners. Quantity: 4–6 (always have backups). Cost: $75–$150 per mic.
• Lavalier Microphones — For hosts and emcees. Quantity: 2. Cost: $85–$125 each.
• Stage Monitors — Needed if there's live music or a band. Quantity: 2–4. Cost: $100–$200 each.
• Digital Mixer — Required for any event with multiple inputs. Quantity: 1 (16–32 channel). Cost: $250–$600.

Lighting

Lighting transforms a ballroom into a cinematic moment when winners take the stage.

• LED Uplighting — Essential for ambiance and brand color washing. Quantity: 12–24 fixtures. Cost: $25–$45 per fixture.
• Dance Floor Lighting — Needed for after-party portion. Quantity: 4–8 moving heads. Cost: $80–$150 each.
• Stage Wash Lighting — Critical for clean photos and video of award presentations. Quantity: 4–6 PAR cans + 2 spot fixtures. Cost: $300–$700 total.
• Ambient Pin-Spot Lighting — Highlights centerpieces and tables. Quantity: 1 per table. Cost: $15–$25 per table.

Video

Award shows live and die by visuals — winner reels, sponsor logos, and live IMAG keep everyone engaged.

• HD Projector (10K–20K lumens) — Needed for any room with screen content. Quantity: 1–2. Cost: $600–$2,500.
• Fast-Fold Screen (12'–16') — Required for projection. Quantity: 1–2. Cost: $250–$650.
• 55"–75" TV Displays — For sponsor loops, lobby content, sidescreens. Quantity: 2–6. Cost: $150–$350 each.
• Video Switcher + Operator — Critical for live IMAG. Cost: $1,200–$2,500 with tech.

DJ and Music

• DJ Controller (Pioneer DDJ or CDJ Setup) — Needed for cocktail hour and after-party. Quantity: 1 setup. Cost: $350–$650.
• DJ Booth Façade — Branded or LED. Quantity: 1. Cost: $200–$500.
• Turntables (Optional) — For premium feel. Quantity: 2 + mixer. Cost: $400–$700.

Extras

• Photo Booth (360° or Mirror) — Crowd favorite for guest engagement. Quantity: 1. Cost: $800–$1,500.
• Low-Lying Fog Machine — Dramatic stage entrances. Quantity: 1–2. Cost: $150–$300.
• Confetti Cannons — For the final award reveal. Quantity: 2–4. Cost: $75–$150 each.

Rent Your Award Ceremony AV from Event Rentals NYC

Event Rentals NYC delivers nationwide — including Austin — with full setup, on-site technicians, and Fortune 500-grade gear. Skip the headaches of multiple vendors and get one trusted partner who's produced events for MSG, Barclays Center, Hillsong NYC, and more.

Call us at (646) 280-9522 or visit klavgroup.com to lock in your Austin award ceremony package today.