AV Equipment Checklist for a Charity Event in Park Slope

Brought to you by Event Rentals NYC — a KLAV Group company

Charity events in Park Slope demand polish. Donors expect clear audio, flattering lighting, and smooth video. This checklist covers every AV category you'll need, with quantities and rental costs tailored to a typical 150–250 guest charity gala.

Sound

Audio is non-negotiable — if your speaker can't be heard, donations drop.

• PA Speakers (Main + Sub): Needed from load-in. Qty: 2 tops + 2 subs for 200 guests. Cost: $300–$600/day.
• Wireless Handheld Mics: Needed for MC, auctioneer, honorees. Qty: 3–4. Cost: $75–$125/mic/day.
• Lavalier Mics: Needed for keynote speakers. Qty: 2. Cost: $85–$150/mic/day.
• Stage Monitors: Needed if live performance or band. Qty: 2. Cost: $100–$175/day.
• Digital Mixer (16–24 channel): Needed throughout event. Qty: 1. Cost: $250–$500/day.
• DI Boxes & Cables: Included in sound package. Cost: $50–$100/day.

Lighting

Lighting sets the tone — elegant for dinner, energetic for the dance floor.

• LED Uplighting: Needed during setup to line room perimeter. Qty: 12–16 fixtures. Cost: $25–$45 per fixture.
• Dance Floor Wash / Moving Heads: Needed after dinner program. Qty: 4–6. Cost: $75–$150 each.
• Stage Wash Lighting: Needed for speaker visibility and video capture. Qty: 4 par cans + 2 spots. Cost: $200–$400/day.
• Ambient Pinspots (for centerpieces): Needed during cocktail hour. Qty: 10–15. Cost: $15–$25 each.
• Lighting Controller + Operator: Needed throughout. Cost: $400–$750/day with op.

Video

Video drives emotional giving — impact reels and donor recognition live here.

• HD Projector (7,000+ lumens): Needed for main room. Qty: 1–2. Cost: $350–$650/day.
• Projection Screen (9x12 or 10x17 fast-fold): Needed beside stage. Qty: 1–2. Cost: $200–$450/day.
• 55" or 65" TV Displays: Needed for lobby signage, sponsor loops, silent auction. Qty: 2–4. Cost: $175–$300 each.
• Video Switcher (ATEM Mini Pro): Needed if multi-camera. Qty: 1. Cost: $150–$275/day.
• Confidence Monitor for Speakers: Needed on stage floor. Qty: 1. Cost: $125–$200/day.

DJ / Music

Music carries the night from cocktail hour through the last dance.

• Pioneer DJ Controller (DDJ-FLX or XDJ-RX3): Needed at DJ call time. Qty: 1. Cost: $200–$400/day.
• Turntables (for vinyl sets): Needed if specialty DJ booked. Qty: 2 + mixer. Cost: $350–$600/day.
• DJ Booth Facade with LED Front: Needed during setup. Qty: 1. Cost: $250–$500/day.
• Laptop Stand + Road Case: Standard. Cost: $40–$75/day.

Extras

These drive social shares, sponsor exposure, and the "wow" moments donors remember.

• Photo Booth (with attendant + prints): Needed during cocktail hour. Qty: 1. Cost: $600–$1,200 for 4 hours.
• Low-Lying Fog Machine: Needed for first dance or grand entrance. Qty: 1–2. Cost: $150–$300/day.
• Confetti Cannons / CO2 Jets: Needed for fundraising reveal moment. Qty: 2–4. Cost: $75–$150 each.
• Haze Machine (for lighting beams): Qty: 1. Cost: $100–$175/day.

Ready to Rent?

Event Rentals NYC — a KLAV Group company — has produced 1,000+ events at Madison Square Garden, Barclays Center, UBS Arena, Hillsong NYC, and Capitale. We handle delivery, setup, on-site operators, and strike anywhere in Park Slope and the five boroughs.

Call 646-280-9522 or email ozzy@klavgroup.com to lock in your charity event date.