The Complete AV Equipment Checklist for a Charity Event in Houston

Brought to you by Event Rentals NYC, a KLAV Group company — 20+ years producing world-class events for Madison Square Garden, Barclays Center, Hillsong NYC, Facebook, Maserati, and 1,000+ clients nationwide.

Hosting a charity event in Houston means every dollar should drive impact, not stress. Use this practical checklist to plan your AV like a pro. Quantities assume a typical 250–400 guest charity gala with a program, live auction, and dancing.

Sound

Crystal-clear audio is non-negotiable for speeches, auction calls, and donor appeals. Bad sound kills donations.

• PA System (line array or powered tops + subs) — Needed for the entire program and dancing. Quantity: 2 tops + 2 subs for rooms up to 5,000 sq ft. Cost: $450–$1,200/day.
• Wireless Handheld Microphones — For emcee, board chair, honorees, auctioneer. Quantity: 4. Cost: $75–$150 each/day.
• Wireless Lavalier Microphones — For keynote speakers and panel guests. Quantity: 2. Cost: $85–$150 each/day.
• Stage Monitors — Needed if you have live performers or a band. Quantity: 2. Cost: $75–$150 each/day.
• Digital Mixer (16–24 channel) — Required for any program with multiple mics and music sources. Quantity: 1. Cost: $250–$600/day.

Lighting

Lighting transforms a hotel ballroom into a destination donors remember.

• LED Uplighting (wireless, color-matched to brand) — Place along walls and around perimeter. Quantity: 16–24 fixtures. Cost: $25–$45 each/day.
• Dance Floor Wash & Effects — Needed if you have an after-program dance set. Quantity: 4–6 moving heads. Cost: $75–$150 each/day.
• Stage Wash Lighting — For program speakers and award presentations. Quantity: 4 PAR fixtures + 2 spots. Cost: $200–$450 package/day.
• Ambient Pin Spots — Highlight centerpieces and auction items. Quantity: 1 per table (25–40). Cost: $15–$25 each/day.

Video

Video drives storytelling — the mission video is what opens wallets.

• HD Projector (8K–12K lumens) — For mission videos and sponsor logos during program. Quantity: 1–2. Cost: $450–$1,200 each/day.
• Fast-Fold Projection Screens (12-ft or 16-ft) — Quantity: 1–2. Cost: $250–$600 each/day.
• 55"–75" LED TV Displays — Sponsor loops at registration, lobby, bars. Quantity: 3–4. Cost: $200–$450 each/day.
• Confidence Monitor — Needed for emcee and keynote speakers. Quantity: 1. Cost: $150–$300/day.

DJ & Music

The right DJ setup keeps energy high through cocktail hour, dinner, and after-party.

• Pioneer DJ Controller (DDJ-FLX10 or XDJ-RX3) — Quantity: 1. Cost: $200–$400/day.
• Pioneer CDJ-3000 Turntables + DJM Mixer — Needed for pro/celebrity DJs. Quantity: 2 + 1 mixer. Cost: $600–$1,200 package/day.
• Branded DJ Booth Facade (LED or scrim) — Quantity: 1. Cost: $300–$700/day.

Extras

The shareable moments that turn guests into next year's donors.

• Photo Booth (open-air with branded backdrop) — Quantity: 1. Cost: $600–$1,500/event.
• Low-Lying Fog Machine — For first dance reveal or grand entrance. Quantity: 1. Cost: $150–$300/day.
• Confetti Cannons (CO2 powered) — For fundraising goal reveal. Quantity: 2–4. Cost: $100–$200 each.

Rent the Complete Package from Event Rentals NYC

Skip the headache of coordinating five vendors. Event Rentals NYC delivers, sets up, runs, and strikes your entire AV package — anywhere in the country, including Houston. Same elite gear our team uses at Madison Square Garden and UBS Arena, with white-glove service from a dedicated production manager.

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Call 646-280-9522 or email ozzy@klavgroup.com. Visit klavgroup.com to start your charity event package today.