The Complete AV Equipment Checklist for Charity Events in Seattle

Charity events live or die by execution. The wrong PA distorts the keynote, weak lighting kills the photo wall, and a missing HDMI cable can stall a six-figure auction. Event Rentals NYC, a KLAV Group company, has produced 1,000+ events for clients like Madison Square Garden, Hillsong NYC, and the City of New York. This is the exact AV checklist we use when we deploy to Seattle galas, fundraisers, and benefit concerts.

Sound

Audio is non-negotiable. Donors must hear every story, every ask, every dollar amount. Lock these down 4–6 weeks out.

• Line Array PA System — When: 3–4 weeks ahead. Quantity: 2 tops + 2 subs for 200–500 guests, scale up for 800+. Cost: $850–$2,400.
• Wireless Handheld Microphones — When: 3 weeks ahead. Quantity: 4 (emcee, auctioneer, honoree, backup). Cost: $75–$150 each.
• Lavalier Microphones — When: 3 weeks ahead. Quantity: 2 for video interviews and panel speakers. Cost: $85–$165 each.
• Stage Monitors — When: 2 weeks ahead. Quantity: 2 wedges for the speaker line. Cost: $125–$225 each.
• Digital Mixer (16–24 channel) — When: 4 weeks ahead. Quantity: 1. Cost: $400–$900.

Lighting

Lighting is what makes the room photograph well — and photographs drive next year's donations.

• LED Uplights — When: 4 weeks ahead. Quantity: 16–24 to wash perimeter walls in your charity colors. Cost: $35–$65 each.
• Dance Floor Wash — When: 3 weeks ahead. Quantity: 4–6 moving heads. Cost: $125–$250 each.
• Stage Wash + Key Lights — When: 4 weeks ahead. Quantity: 6 PAR cans + 2 followspots if you have a program. Cost: $400–$1,200 package.
• Ambient/Pin-Spot Centerpiece Lights — When: 2 weeks ahead. Quantity: 1 per table (typically 25–40). Cost: $25–$45 each.

Video

Video drives the emotional ask — sizzle reels, beneficiary stories, live donation tickers.

• 10,000-Lumen Projector — When: 4 weeks ahead. Quantity: 1–2 depending on room shape. Cost: $650–$1,400 each.
• 12ft Fast-Fold Screen — When: 4 weeks ahead. Quantity: 1 main + 1 secondary for 400+ guest rooms. Cost: $300–$600 each.
• 55"–75" LED TV Displays — When: 3 weeks ahead. Quantity: 4 for sponsor loops, donation thermometer, auction lots. Cost: $200–$450 each.
• Video Switcher + Confidence Monitor — When: 3 weeks ahead. Quantity: 1 ATEM + 1 monitor. Cost: $400–$750.

DJ / Music

Even at a black-tie gala, music is the energy floor. Don't cheap out on the booth.

• Pioneer CDJ Turntables — When: 3 weeks ahead. Quantity: 2 (CDJ-3000 or XDJ pair). Cost: $400–$800 pair.
• DJ Controller (backup or open-format DJ) — When: 3 weeks ahead. Quantity: 1. Cost: $150–$300.
• Branded DJ Facade/Booth — When: 2 weeks ahead. Quantity: 1 white scrim booth, custom-printed with charity logo. Cost: $300–$650.

Extras

The "wow" layer that sponsors pay extra to be associated with.

• Photo Booth (open-air, branded) — When: 4 weeks ahead. Quantity: 1 with attendant. Cost: $850–$1,500.
• Low-Lying Fog Machine — When: 2 weeks ahead. Quantity: 1 for first-dance or grand entrance. Cost: $200–$400.
• Confetti Cannons — When: 2 weeks ahead. Quantity: 4 for "we hit the goal" moment. Cost: $75–$150 each.

Rent the Full Package From Event Rentals NYC

Stop coordinating six vendors. Event Rentals NYC delivers the entire AV stack — sound, lighting, video, DJ, extras — with one contract, one truck, and one production manager on-site. We've outfitted MSG, Barclays Center, and UBS Arena. Your Seattle charity gala deserves the same standard.

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