The Complete AV Equipment Checklist for Brooklyn Conferences

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

Planning a conference in Brooklyn? Whether you're hosting 50 attendees in a Williamsburg loft or 500 in a DUMBO ballroom, the right AV setup separates a forgettable meeting from an unforgettable experience. Use this checklist to scope your needs, set a realistic budget, and rent everything from one trusted source.

Sound

Crystal-clear audio is non-negotiable. If attendees can't hear the keynote, nothing else matters.

• PA Speakers — Needed for all conferences. Recommended: 2 main speakers + 1 subwoofer for rooms over 100 guests. Cost: $250–$650/day.
• Wireless Microphones — Needed for keynotes, panels, and Q&A. Recommended: 4 handheld + 2 lavalier mics. Cost: $75–$150 per mic/day.
• Stage Monitors — Needed when speakers are on a raised stage. Recommended: 2 wedge monitors. Cost: $100–$200/day.
• Digital Mixer — Needed when running 4+ inputs. Recommended: 16-channel digital mixer with onsite engineer. Cost: $300–$600/day.

Lighting

Lighting controls mood, focus, and how your event photographs.

• Uplighting — Needed for branded ambiance. Recommended: 12–20 LED uplights in your brand colors. Cost: $25–$45 per fixture/day.
• Dance Floor Lighting — Needed for after-parties and networking receptions. Recommended: 4 moving heads + 1 hazer. Cost: $400–$800/day.
• Stage Lighting — Needed any time speakers face cameras. Recommended: 4 LED par cans + 2 key lights. Cost: $300–$600/day.
• Ambient Pin-Spotting — Needed for dinner and reception areas. Recommended: 1 pin-spot per centerpiece. Cost: $35/fixture/day.

Video

Slides, sizzle reels, and live IMAG keep eyes on the message.

• Projector — Needed for breakouts and main stage. Recommended: 1 x 8,000-lumen laser projector for rooms up to 300. Cost: $500–$1,200/day.
• Projection Screen — Needed wherever you project. Recommended: 1 x 9' x 16' fast-fold screen. Cost: $250–$450/day.
• TV Displays — Needed for sponsor loops, signage, and overflow. Recommended: 2–4 x 65" 4K displays on stands. Cost: $200–$400 per display/day.
• Switcher & Confidence Monitor — Needed when running multiple video sources. Recommended: ATEM Mini Pro + 24" speaker confidence monitor. Cost: $250/day.

DJ & Music

Energy between sessions and during receptions sets the tone.

• DJ Controller — Needed for receptions and after-parties. Recommended: Pioneer DDJ-FLX10 or CDJ-3000 setup. Cost: $300–$700/day.
• Turntables (vinyl) — Needed only for premium/branded experiences. Recommended: 2 x Technics 1200s + DJM-S11 mixer. Cost: $500–$900/day.
• DJ Booth Facade — Needed for any sponsored or photographed event. Recommended: white LED booth with custom branding. Cost: $250–$500/day.

Extras That Drive Engagement

The details attendees post on LinkedIn and Instagram.

• Photo Booth — Needed for sponsor activations. Recommended: 1 open-air booth with branded backdrop. Cost: $800–$1,500/day.
• Fog/Haze Machine — Needed to make lighting beams visible. Recommended: 1 water-based hazer. Cost: $100/day.
• Confetti Cannons — Needed for awards or finale moments. Recommended: 2 CO2 cannons. Cost: $200–$400/pair.

Rent Everything From One Trusted Partner

Event Rentals NYC, a KLAV Group company, has produced over 1,000 events for clients including Madison Square Garden, Barclays Center, Facebook, Ogilvy, and Nickelodeon. We deliver, set up, run, and strike — so you can run your conference, not your gear.

Call 646-280-9522 or visit eventrentalsnyc.com to get your free Brooklyn conference quote in under 24 hours.