The Complete AV Equipment Checklist for a Charity Event in Los Angeles

Brought to you by Event Rentals NYC, a KLAV Group company — trusted by Madison Square Garden, Barclays Center, UBS Arena, Hillsong NYC, Facebook, and Ogilvy.

Charity events live or die on emotion. Donors give more when the speeches land clean, the lighting flatters the room, and the entertainment keeps energy high between auction bids. Here is the exact equipment checklist our team uses to produce flawless gala-style fundraisers in Los Angeles and nationwide.

Sound

Crystal-clear audio is non-negotiable when guests are listening to honoree speeches and live auctioneers.

• Line Array PA System — Needed for any room over 200 guests. Recommended: 2 main hangs + 2 subwoofers for a 300–500 person ballroom. Rental: $800–$2,500.
• Wireless Handheld Microphones — Needed for emcee, honorees, and auctioneer. Recommended: 4–6 units (Shure ULXD or QLXD). Rental: $75–$150 per mic.
• Wireless Lavalier Microphones — Needed for keynote speakers and panel discussions. Recommended: 2–4 units. Rental: $75–$125 per mic.
• Stage Monitors — Needed if you have live performers or a band. Recommended: 2–4 wedges. Rental: $100–$200 each.
• Digital Mixing Console — Needed for any event with more than 4 audio inputs. Recommended: Yamaha QL5 or Allen & Heath SQ-6. Rental: $400–$900.

Lighting

Lighting transforms a hotel ballroom into a premium experience and puts donors in a giving mood.

• LED Uplighting — Needed to set ambiance and brand colors. Recommended: 16–24 wireless units around the room perimeter. Rental: $25–$50 per fixture.
• Dance Floor Lighting — Needed for the after-program reception. Recommended: 4 moving heads + 2 wash lights. Rental: $400–$1,200 package.
• Stage Wash & Key Lighting — Needed for clean video capture of speakers. Recommended: 4–6 LED PAR fixtures + 2 ellipsoidals. Rental: $300–$700.
• Ambient Pin-Spot Lighting — Needed to highlight centerpieces and auction items. Recommended: 1 pin-spot per table (15–30 fixtures). Rental: $15–$25 per fixture.

Video

Video assets drive donations — sponsor reels, mission videos, and live IMAG of speakers.

• Projector (10K Lumens+) — Needed for sponsor reels and mission videos. Recommended: 1–2 laser projectors. Rental: $500–$1,500 each.
• Fast-Fold Projection Screens — Needed paired with each projector. Recommended: 9x16 ft front-projection. Rental: $300–$600 each.
• TV Displays (55"–75") — Needed for silent auction stations and sponsor walls. Recommended: 4–8 displays on stands. Rental: $200–$450 per display.
• Video Switcher & Camera Package — Needed for IMAG of speakers. Recommended: 2-camera package with ATEM switcher. Rental: $1,200–$2,800.

DJ & Music

Music sets pacing — cocktail hour, dinner, program, and dance set.

• DJ Controller (Pioneer DDJ-FLX10 or XDJ-RX3) — Needed for the entire event. Recommended: 1 unit. Rental: $200–$450.
• Turntable Setup (CDJ-3000 + DJM-A9) — Needed for headline DJ talent. Recommended: 2 CDJs + 1 mixer. Rental: $600–$1,200.
• DJ Booth Facade with LED Front — Needed for branded photo moments. Recommended: 1 white scrim booth. Rental: $300–$700.

Extras

The "wow" items donors post to Instagram — and that get sponsors paying premium next year.

• Open-Air Photo Booth with Backdrop — Needed for guest engagement and social shares. Recommended: 1 booth with attendant. Rental: $700–$1,500.
• Low-Lying Fog Machine — Needed for dramatic stage entrances. Recommended: 1 unit. Rental: $200–$400.
• Confetti Cannons (CO2) — Needed for the donation goal reveal moment. Recommended: 2–4 cannons. Rental: $150–$300 per cannon.

Rent Your Charity Event Package from Event Rentals NYC

With 20+ years of experience and 1,000+ events produced, Event Rentals NYC (a KLAV Group company) delivers Fortune-500-grade AV nationwide — including full Los Angeles charity event packages with delivery, setup, on-site engineer, and strike. Call 646-280-9522 or email ozzy@klavgroup.com for a same-day quote on your charity event.