AV Equipment Checklist for Conferences in Baltimore
From Event Rentals NYC, a KLAV Group company. 1,000+ events produced. Trusted by MSG, Barclays Center, Facebook, and Ogilvy.
Planning a conference in Baltimore? Getting the AV right makes the difference between a forgettable meeting and an event people talk about for months. Use this checklist to make sure nothing falls through the cracks. Every item includes recommended quantities for a typical 150 to 300 person conference and realistic rental pricing.
Sound System
| Item | When You Need It | Qty | Rental Range |
|---|---|---|---|
| Line Array PA System | Any room over 80 attendees or ceiling above 12 ft | 2 stacks (L/R) | $800 – $2,500 |
| Wireless Handheld Microphones | Keynotes, panels, audience Q&A | 4 – 6 | $75 – $150 each |
| Wireless Lavalier Microphones | Presenters who move on stage | 2 – 4 | $100 – $175 each |
| Stage Monitors | Speakers who need to hear themselves or playback | 2 – 4 | $100 – $200 each |
| Digital Mixer (32-channel) | Every event with live audio | 1 | $300 – $600 |
Lighting
| Item | When You Need It | Qty | Rental Range |
|---|---|---|---|
| LED Uplighting | Ballrooms, lobbies, breakout rooms for brand color washes | 12 – 24 fixtures | $30 – $60 each |
| Dance Floor Lighting | After-party or networking reception with music | 4 – 8 movers | $150 – $350 each |
| Stage Wash Lights | Any keynote stage or panel setup | 4 – 6 | $75 – $175 each |
| Ambient/Gobo Projectors | Logo projection on walls, branded atmosphere | 2 – 4 | $125 – $250 each |
Video & Displays
| Item | When You Need It | Qty | Rental Range |
|---|---|---|---|
| HD Projector (7,000+ lumens) | Main stage presentations, breakout sessions | 1 – 3 | $400 – $1,200 each |
| Projection Screens (10 ft+) | Paired with every projector | 1 – 3 | $150 – $350 each |
| LED TV Displays (65" – 85") | Signage, sponsor loops, registration areas | 2 – 6 | $250 – $500 each |
DJ & Music
| Item | When You Need It | Qty | Rental Range |
|---|---|---|---|
| DJ Controller (Pioneer DDJ/CDJ) | Networking reception, after-party, award dinners | 1 set | $250 – $600 |
| Turntables (Technics 1200s) | Vinyl sets or premium DJ experience | 2 | $200 – $400/pair |
| DJ Booth / Facade | Any event with a visible DJ setup | 1 | $150 – $350 |
Extras
| Item | When You Need It | Qty | Rental Range |
|---|---|---|---|
| Photo Booth (open air or enclosed) | Networking events, branded activations | 1 | $500 – $1,200 |
| Fog / Haze Machine | Stage reveals, lighting effect enhancement | 1 – 2 | $75 – $200 each |
| Confetti Cannons / CO2 Jets | Award announcements, closing ceremonies | 2 – 4 | $150 – $400 each |
Pro tip from our production team: Baltimore convention venues like the Baltimore Convention Center and Harbor East hotels often have strict load-in windows and union rules. Book your AV rental at least 3 weeks out so we can coordinate delivery, setup, and teardown around venue schedules. We handle all of it.
Ready to Lock In Your AV for Baltimore?
Event Rentals NYC delivers, sets up, and operates everything on this list. One crew. One invoice. Zero stress. We service Baltimore, D.C., Philadelphia, and the entire mid-Atlantic region.
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