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AV Equipment Checklist for Conferences in Birmingham | Event Rentals NYC
AV Equipment Checklist for a Conference in Birmingham
Planning a conference in Birmingham? Whether you are hosting 100 attendees or 1,000, having the right audiovisual equipment makes the difference between a forgettable meeting and a polished, professional event. Use this checklist from Event Rentals NYC, a KLAV Group company with 1,000+ events produced for clients like Madison Square Garden, Facebook, and Ogilvy.
1. Sound System
| Item | When You Need It | Qty (Typical Conference) | Rental Range |
|---|
| Line Array PA System | Keynotes, panels, any room over 150 people | 2 stacks (left/right) | $800 – $2,500/day |
| Wireless Handheld Mics | Q&A sessions, emcee, panel discussions | 4 – 6 | $75 – $150 each/day |
| Wireless Lavalier Mics | Keynote speakers, presenters on stage | 2 – 4 | $100 – $200 each/day |
| Stage Monitors | Speakers who need to hear themselves or slides audio | 2 – 4 | $100 – $250 each/day |
| Digital Mixer | Every event with more than two audio sources | 1 | $300 – $600/day |
2. Lighting
| Item | When You Need It | Qty | Rental Range |
|---|
| LED Uplighting | Ballroom or lobby branding, color washes | 12 – 20 fixtures | $25 – $50 each/day |
| Stage Wash Lights | Any event with a keynote stage | 4 – 8 | $75 – $150 each/day |
| Follow Spot | Award ceremonies, featured speakers | 1 – 2 | $200 – $400 each/day |
| Ambient / Breakout Lighting | Networking lounges, breakout rooms | 6 – 10 | $20 – $45 each/day |
3. Video & Displays
| Item | When You Need It | Qty | Rental Range |
|---|
| HD/4K Projector (5,000+ lumens) | Presentations in large ballrooms | 1 – 2 | $500 – $1,500/day |
| Projection Screen (12–16 ft) | Paired with every projector | 1 – 2 | $150 – $400/day |
| LED Video WallPREMIUM | Main stage impact, sponsor loops, live feeds | 1 (sized to stage) | $2,000 – $8,000/day |
| TV Displays (55–75″) | Breakout rooms, signage, registration | 4 – 8 | $150 – $350 each/day |
4. DJ & Music
| Item | When You Need It | Qty | Rental Range |
|---|
| DJ Controller + Laptop Setup | Networking receptions, after-party | 1 | $200 – $500/day |
| Turntables (Pair) | Upscale cocktail hours, branded experiences | 1 pair | $250 – $500/day |
| DJ Booth / Facade | Any event where the DJ is visible to guests | 1 | $150 – $400/day |
5. Extras
| Item | When You Need It | Qty | Rental Range |
|---|
| Photo Booth (Open Air or 360°) | Networking events, expos, branded activations | 1 | $500 – $1,200/event |
| Haze / Fog Machine | Stage presentations that use lighting effects | 1 – 2 | $75 – $200/day |
| Confetti Cannons / CO2 Jets | Award reveals, closing ceremonies | 2 – 4 | $100 – $300 each |
Ready to Lock In Your Birmingham Conference AV?
Event Rentals NYC delivers, sets up, and operates professional AV nationwide. Our team has produced events at Madison Square Garden, Barclays Center, and for brands like Facebook, Nickelodeon, and Maserati. Get a free custom quote for your Birmingham conference today.
Get a Free Quote at EventRentalsNYC.com
Event Rentals NYC is a KLAV Group company • 646-280-9522 • ozzy@klavgroup.com
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