AV Equipment Checklist for a Conference in New Orleans

Brought to you by Event Rentals NYC — a KLAV Group company. With 20+ years of AV production experience powering events at Madison Square Garden, Barclays Center, UBS Arena, Hillsong NYC, and Marriott properties, we know exactly what a New Orleans conference needs to run flawlessly. Use this checklist to plan, budget, and execute like a pro.

Sound

Audio is the #1 reason conferences succeed or fail. Underpowered sound kills engagement instantly.

• PA System (Line Array): Needed for general sessions and keynotes. Recommended: 1 system per ballroom (200–500 attendees). Cost: $800–$2,500/day.
• Wireless Handheld Mics: Needed for speakers, Q&A, and emcees. Recommended: 4–6 units. Cost: $75–$150/day each.
• Lavalier (Lapel) Mics: Needed for panels and presenters. Recommended: 4–8 units. Cost: $100–$175/day each.
• Stage Monitors: Needed so presenters hear themselves clearly. Recommended: 2–4 wedges. Cost: $125–$250/day each.
• Digital Mixer (32-channel): Needed for any event with more than 4 inputs. Recommended: 1. Cost: $350–$700/day.

Lighting

Conference lighting transforms a hotel ballroom into a branded experience.

• LED Uplighting: Needed to wash walls in brand colors. Recommended: 12–24 units. Cost: $25–$45/unit/day.
• Dance Floor Lighting (after-party): Needed for closing receptions. Recommended: 4 moving heads + 2 wash bars. Cost: $400–$900/day.
• Stage Wash & Key Lighting: Needed any time speakers are on camera. Recommended: 6–10 fixtures + truss. Cost: $800–$1,800/day.
• Ambient/Pin Spots: Needed for dinner tables and centerpieces. Recommended: 1 per table. Cost: $15–$25/unit/day.

Video

Visuals carry your message — invest accordingly.

• Projector (10K–20K lumen): Needed for main stage. Recommended: 1–2 units. Cost: $650–$2,000/day.
• Front/Rear Projection Screens (12'–20'): Needed paired with projectors. Recommended: 1–2. Cost: $400–$1,200/day.
• LED Wall (4mm or 2.9mm): Needed for high-end keynotes. Recommended: 10' x 18'. Cost: $3,500–$8,000/day.
• 55"–75" TV Displays: Needed for breakouts, signage, and sponsor loops. Recommended: 4–8. Cost: $200–$450/day each.
• Confidence Monitors: Needed for presenters. Recommended: 2. Cost: $175–$300/day each.

DJ / Music

Receptions, after-parties, and walk-in music shape attendee energy.

• Pro DJ Controller (Pioneer DDJ/CDJ): Needed for receptions. Recommended: 1 setup. Cost: $300–$650/day.
• Turntables (vinyl): Needed for premium experiences. Recommended: 2 + mixer. Cost: $450–$800/day.
• DJ Booth Facade (LED or branded): Needed to elevate look. Recommended: 1. Cost: $250–$600/day.

Extras

The "wow" moments attendees post on LinkedIn.

• Photo Booth (open-air w/ branding): 4-hour reception. Recommended: 1. Cost: $800–$1,500.
• Low-Lying Fog Machine: Stage entrances and dance floor. Recommended: 1–2. Cost: $200–$400/day.
• Confetti Cannons (CO2): Closing keynote moment. Recommended: 2–4. Cost: $150–$300 each.

Rent Everything in One Call

Skip the headache of vendor-juggling in an unfamiliar city. Event Rentals NYC (a KLAV Group company) delivers, sets up, runs, and strikes your entire conference AV — including New Orleans. Trusted by Facebook, Ogilvy, Nickelodeon, and Maserati.

Visit klavgroup.com or call 646-280-9522 today for a free quote.