AV Equipment Checklist for a Charity Event in Santa Monica

Brought to you by Event Rentals NYC, a KLAV Group company — 20+ years producing world-class events from NYC to coast-to-coast.

Charity events live and die by the room's energy. Crystal-clear speeches, flattering light on donors, and a dance floor that fills after the program — that's how you turn a gala into a fundraising machine. Use this checklist to plan your Santa Monica charity event without missing a single piece of gear.

Sound

Audio is the #1 priority. If guests can't hear the keynote or the auction call, donations drop. Load-in sound first, tune the room before doors open.

• Main PA System (line array or point-source): Needed for every event over 100 guests. Quantity: 1 system (2–4 tops + 2 subs for 200–400 guests). Cost: $600–$1,800/day.
• Wireless Handheld Microphones: Needed for emcee, auctioneer, and speakers. Quantity: 3–4. Cost: $75–$150 each/day.
• Wireless Lavalier Microphones: Needed for hands-free remarks and panel discussions. Quantity: 2. Cost: $85–$175 each/day.
• Stage Monitors: Needed when there's live music or a podium. Quantity: 2. Cost: $100–$200 each/day.
• Digital Mixer (16–32 channel): Needed for any event with multiple inputs. Quantity: 1. Cost: $250–$600/day.

Lighting

Charity events are photographed nonstop — sponsor logos, donor portraits, social posts. Lighting is your brand canvas.

• LED Uplighting (battery or wired): Needed to wash walls in your event color. Quantity: 16–24 fixtures. Cost: $35–$60 each/day.
• Dance Floor Lighting (moving heads + wash): Needed for the after-program dance set. Quantity: 4–6 fixtures + truss. Cost: $400–$900 package.
• Stage Wash Lighting: Needed for keynote and award presentations. Quantity: 4–6 PARs. Cost: $40–$75 each/day.
• Ambient/Pin-Spot Lighting: Needed to light centerpieces and auction items. Quantity: 1 per table. Cost: $20–$35 each/day.
• Custom Gobo Projection (logo or monogram): Needed for branded floor or wall projection. Quantity: 1–2. Cost: $200–$450 each/day.

Video

Video is where you tell the mission story and run the live auction board.

• Projector (10K–20K lumens): Needed for mission video and sponsor reel. Quantity: 1–2. Cost: $600–$1,500 each/day.
• Front or Rear Projection Screen (12'–16'): Needed in any ballroom over 150 guests. Quantity: 1–2. Cost: $400–$900 each/day.
• 55"–75" TV Displays on Stands: Needed for auction totals, sponsor loops, lobby welcome. Quantity: 2–4. Cost: $250–$500 each/day.
• Video Switcher + Confidence Monitor: Needed for live program switching. Quantity: 1. Cost: $400–$800/day.

DJ / Music

Book one DJ for cocktail and after-party — keeps energy seamless from arrival to last call.

• Pioneer CDJ Turntables (CDJ-3000s): Needed for professional DJ. Quantity: 2. Cost: $250–$400 each/day.
• DJ Controller (alternative setup): Needed for smaller budgets. Quantity: 1. Cost: $150–$300/day.
• DJ Booth Façade with LED Front: Needed for branded, photo-ready booth. Quantity: 1. Cost: $200–$450/day.
• DJ Mixer (DJM-900NXS2): Needed alongside CDJs. Quantity: 1. Cost: $175–$300/day.

Extras

The "wow" moments donors remember.

• Photo Booth (open-air, branded backdrop): Needed for guest engagement and social shares. Quantity: 1. Cost: $700–$1,400/event.
• Low-Lying Fog Machine: Needed for first dance or auction reveal. Quantity: 1. Cost: $200–$400/day.
• Confetti Cannons (CO2 or electric): Needed for fundraising goal announcement. Quantity: 2–4. Cost: $75–$200 each.

Rent the Full Package from Event Rentals NYC

Skip the headache of sourcing five vendors. Event Rentals NYC, powered by KLAV Group's 1,000+ event track record, delivers, installs, operates, and strikes everything above — Santa Monica to NYC. Call 646-280-9522 or email ozzy@klavgroup.com for a same-day quote on your charity event package.