The Ultimate AV Equipment Checklist for Charity Events in New York

Hosting a charity event in New York means every dollar must work twice as hard — once for the cause, once for the guest experience. The right AV setup elevates your gala from forgettable to fundraising powerhouse. Use this checklist from Event Rentals NYC (a KLAV Group company) to lock in the gear you need, the quantity that fits a typical 150–300 guest charity event, and what to budget.

Sound

Crystal-clear audio is non-negotiable for speeches, auctions, and live performances.

• PA System (line array or powered speakers) — Need it for: every event with amplified sound. Quantity: 2 mains + 1 subwoofer (rooms up to 5,000 sq ft). Cost: $400–$1,200/day.
• Wireless Handheld Microphones — Need them for: emcee, auctioneer, honorees, donor speeches. Quantity: 4. Cost: $75–$150 per mic/day.
• Wireless Lavalier Microphones — Need them for: keynote speakers, panel discussions. Quantity: 2. Cost: $100–$175 per mic/day.
• Stage Monitors — Need them for: live bands, performers, panelists. Quantity: 2–4. Cost: $75–$150 each/day.
• Digital Mixer (16–32 channel) — Need it for: blending mics, music, and live audio sources. Quantity: 1. Cost: $250–$600/day.

Lighting

Lighting transforms a ballroom into an experience worth posting about.

• LED Uplighting (wireless) — Need it for: branded ambiance and venue color wash. Quantity: 12–20 fixtures. Cost: $30–$60 per fixture/day.
• Dance Floor Lighting (moving heads + wash) — Need it for: post-program dancing. Quantity: 4–6 fixtures. Cost: $300–$700/day.
• Stage Lighting Package — Need it for: speakers, performers, award presenters. Quantity: 1 package (4–6 fixtures + truss). Cost: $500–$1,500/day.
• Ambient Pin Spots — Need them for: highlighting centerpieces and auction items. Quantity: 1 per table. Cost: $25–$45 each/day.
• Gobo Logo Projector — Need it for: charity logo on wall or floor. Quantity: 1–2. Cost: $150–$350/day.

Video

Video gear amplifies your mission story and donor recognition.

• HD Projector (6,000–10,000 lumens) — Need it for: mission videos, donor scrolls, sponsor logos. Quantity: 1–2. Cost: $400–$1,200/day.
• Fast-Fold Projection Screen (10–16 ft) — Need it for: visibility from every seat. Quantity: 1–2. Cost: $250–$600/day.
• 55" or 65" TV Displays on Stands — Need them for: silent auction, sponsor loops, lobby signage. Quantity: 2–4. Cost: $200–$400 each/day.
• Live Camera + Switcher — Need it for: IMAG (image magnification) of stage. Quantity: 1 system. Cost: $1,200–$2,500/day.

DJ / Music

Set the tone for cocktails, dinner, and the after-party.

• DJ Controller (Pioneer DDJ or CDJ setup) — Need it for: full-night DJ programming. Quantity: 1. Cost: $200–$500/day.
• Turntables (Technics 1200s) — Need them for: open-format and Latin DJs. Quantity: 2 + mixer. Cost: $300–$600/day.
• DJ Booth Façade with LED Front — Need it for: branded, photogenic DJ presence. Quantity: 1. Cost: $250–$500/day.

Extras

The details that drive social shares and donor delight.

• Photo Booth (open-air with backdrop) — Need it for: shareable moments + email capture. Quantity: 1. Cost: $600–$1,200/event.
• Low-Lying Fog Machine — Need it for: dance floor and grand entrances. Quantity: 1–2. Cost: $150–$300/day.
• Confetti Cannons (CO2 powered) — Need them for: fundraising goal reveals and finale. Quantity: 2–4. Cost: $75–$200 each.

Rent It All in One Call

Charity events deserve flawless execution — not five different vendors. Event Rentals NYC, powered by KLAV Group, has produced 1,000+ events for clients including Madison Square Garden, Hillsong NYC, and the City of New York. We deliver, set up, run the show, and break down — so your team can focus on the mission.

Call 646-280-9522 or visit eventrentalsnyc.com to book your charity event package today.