Award Ceremony AV Equipment Checklist — Santa Monica

Presented by Event Rentals NYC, a KLAV Group Company

Award ceremonies in Santa Monica demand polished production. From the red carpet arrivals to the final trophy hand-off, every audio cue, light wash, and video moment must land. This checklist — built from 1,000+ events produced by KLAV Group — gives you the exact gear, quantities, and budget you need for a 150–300 guest award show.

Sound

Crystal-clear audio is non-negotiable. Speeches, walk-on music, and award announcements must reach every seat.

• Line Array PA System — Needed for full-room coverage. Quantity: 1 system (8 tops + 4 subs for 200+ guests). Cost: $1,200–$2,500/day.
• Wireless Handheld Microphones — For presenters and acceptance speeches. Quantity: 4–6 units. Cost: $75–$150 each/day.
• Wireless Lavalier Mics — For the host. Quantity: 2 units (one backup). Cost: $100–$175 each/day.
• Stage Monitor Wedges — So presenters hear themselves. Quantity: 2–4 wedges. Cost: $125–$200 each/day.
• Digital Mixing Console — Yamaha QL5 or Midas M32. Quantity: 1. Cost: $400–$800/day.

Lighting

Lighting transforms a room into a cinematic experience. Plan for ceremony, reception, and after-party looks.

• LED Uplighting — Wash venue walls in brand colors. Quantity: 16–24 fixtures. Cost: $35–$50 each/day.
• Dance Floor Wash — Moving heads for after-party energy. Quantity: 4–6 fixtures. Cost: $125–$200 each/day.
• Stage Wash & Key Lighting — Front, back, and side light for presenters. Quantity: 8–12 LED pars + 2 follow spots. Cost: $1,500–$2,500 package/day.
• Ambient Pin-Spotting — Highlight centerpieces and award trophies. Quantity: 12–20 battery pin spots. Cost: $25–$40 each/day.
• Lighting Controller — GrandMA or Hog 4. Quantity: 1 + operator. Cost: $500–$1,000/day.

Video

Video brings storytelling to life — nominee reels, sponsor logos, live IMAG of the stage.

• Laser Projector (10,000+ lumens) — For main stage video reveals. Quantity: 1–2 units. Cost: $800–$1,800 each/day.
• Fast-Fold Projection Screen (12'–16') — Front or rear projection. Quantity: 1–2. Cost: $400–$700 each/day.
• 55"–75" 4K TV Displays — Lobby, sponsor signage, overflow. Quantity: 4–8. Cost: $250–$450 each/day.
• Multi-Camera IMAG Package — Live cameras, switcher, ATEM Mini Extreme. Quantity: 1 package + 2 operators. Cost: $2,500–$4,500/day.
• LED Video Wall (optional) — Premium upgrade. Quantity: 10' x 6' wall. Cost: $3,500–$6,000/day.

DJ / Music

DJ sets bookend the ceremony — arrivals, dinner, and the after-party.

• Pioneer CDJ-3000 Turntables — Industry standard. Quantity: 2. Cost: $200–$300 each/day.
• DJM-A9 Mixer — Quantity: 1. Cost: $250–$400/day.
• DJ Controller (Pioneer DDJ-FLX10) — Backup or all-in-one option. Quantity: 1. Cost: $150–$250/day.
• White Acrylic LED DJ Booth — Branded, lit facade. Quantity: 1. Cost: $400–$700/day.

Extras

Memorable touches that elevate guest experience and drive social media buzz.

• Photo Booth (360° or Mirror) — Quantity: 1 with attendant. Cost: $800–$1,500/event.
• Low-Lying Fog Machine — For award reveal moments. Quantity: 1–2. Cost: $200–$400 each/day.
• CO2 Confetti Cannons — For winner reveals. Quantity: 2–4. Cost: $150–$250 each + $50/load.
• Truss & Rigging Package — For lights and screens. Cost: $1,200–$3,000/day.

Rent From Event Rentals NYC — We Travel Nationwide

Event Rentals NYC, powered by KLAV Group, has produced 1,000+ events for clients including Madison Square Garden, Barclays Center, UBS Arena, Maserati, Facebook, and Nickelodeon. We deliver tour-grade AV nationwide — including Santa Monica — with full crew, setup, and on-site engineers.

Call 646-280-9522 or email ozzy@klavgroup.com to request a custom quote for your Santa Monica Award Ceremony today.