AV Equipment Checklist for a Conference in Downtown Austin

Brought to you by Event Rentals NYC, a KLAV Group company. Whether you're hosting 200 attendees at a hotel ballroom on Congress Avenue or a 1,500-person tech summit at the Austin Convention Center, this practical checklist helps you plan every piece of AV gear your conference needs — from the keynote stage to the after-party.

Sound

Sound is the #1 thing attendees notice. If they can't hear the keynote, the conference fails.

• Line Array PA System — Needed for general sessions and keynotes. Recommended: 1 main system (2 line arrays + 2 subs) for rooms up to 1,000 people. Rental: $1,200 – $3,500/day.
• Wireless Handheld Microphones — Needed for keynotes, panels, and Q&A. Recommended: 4–8 units. Rental: $75 – $150/mic/day.
• Lavalier (Lapel) Microphones — Needed for hands-free presenters and fireside chats. Recommended: 4–6 units. Rental: $85 – $175/mic/day.
• Stage Monitors — Needed so speakers can hear themselves. Recommended: 2–4 wedges. Rental: $100 – $200/each.
• Digital Mixer (32-channel) — Needed to manage all inputs. Recommended: 1 with engineer. Rental: $400 – $900/day.

Lighting

Lighting transforms a sterile ballroom into a branded experience.

• LED Uplighting — Needed to color-wash walls in brand colors. Recommended: 16–32 fixtures. Rental: $40 – $75/each.
• Stage Wash Lighting — Needed to light keynote speakers cleanly on camera. Recommended: 6–10 fixtures + truss. Rental: $800 – $2,000/day.
• Dance Floor Lighting — Needed for the closing-night reception. Recommended: 4 moving heads + 2 strobes. Rental: $400 – $900.
• Ambient Pin Spots — Needed to highlight centerpieces at networking dinners. Recommended: 1 per table. Rental: $20 – $35/each.

Video

Modern conferences are increasingly hybrid — video has to be flawless.

• Projector (10K–20K Lumens) — Needed for main-stage slides and video. Recommended: 1–2 units. Rental: $1,000 – $3,500/day.
• Fast-Fold Projection Screens (12'–20') — Needed for keynote visibility. Recommended: 1 main + 2 IMAG side screens. Rental: $400 – $1,200/each.
• 55"–85" 4K TV Displays — Needed for breakout rooms, sponsor booths, and digital signage. Recommended: 6–12 units. Rental: $250 – $650/each.
• Confidence Monitor — Needed so speakers can see their slides. Recommended: 1–2. Rental: $200 – $400.
• Camera + Switcher Package — Needed for livestream and recording. Recommended: 2–3 cameras + ATEM switcher. Rental: $1,500 – $4,000/day.

DJ & Music

Networking receptions and after-parties need dedicated DJ infrastructure.

• Pioneer DJ Controller (DDJ-FLX10 or CDJ-3000s + DJM-A9) — Needed for the after-party DJ. Recommended: 1 setup. Rental: $400 – $1,200/day.
• Pioneer Turntables (PLX-1000) — Needed if you're hiring a vinyl DJ. Recommended: 2. Rental: $250 – $400/pair.
• Branded DJ Booth Façade — Needed for visual polish. Recommended: 1. Rental: $300 – $700.

Extras

• Photo Booth (360 or Mirror) — Needed for sponsor activations and shareable content. Recommended: 1. Rental: $800 – $2,000.
• Low-Lying Fog Machine — Needed for awards reveals or dance floor effect. Recommended: 1–2. Rental: $150 – $400/each.
• Confetti Cannons — Needed for finale moments. Recommended: 4–8. Rental: $50 – $125/each.

Rent From Event Rentals NYC

Event Rentals NYC has produced 1,000+ events for clients including Madison Square Garden, Facebook, Ogilvy, Maserati, and Hot 97. We deliver to Austin and ship nationwide with full setup, on-site engineers, and 24/7 show support.

Call 646-280-9522 or visit klavgroup.com to request your custom Austin conference quote today.