AV Equipment Checklist for Conferences in Oklahoma City
Planning a conference in Oklahoma City? Whether you are hosting 100 attendees at a downtown hotel or 500 at the Cox Convention Center, having the right AV equipment makes or breaks the experience. This checklist from Event Rentals NYC, a KLAV Group company with 1,000+ events produced, covers every category so nothing gets missed.
Oklahoma City tip: Many OKC venues provide basic house sound but lack quality stage lighting and video infrastructure. Budget for those gaps first.
1. Sound System
| Item | When You Need It | Qty (200-Person Conference) | Rental Range |
|---|---|---|---|
| Line Array PA System | Every conference with 100+ attendees | 2 stacks (left/right) | $800 – $2,500/day |
| Wireless Handheld Microphones | Keynotes, panels, Q&A sessions | 4 – 6 units | $75 – $150 each/day |
| Wireless Lavalier Microphones | Presenters who move on stage | 2 – 4 units | $100 – $200 each/day |
| Stage Monitors | When speakers need to hear themselves or playback | 2 – 4 wedges | $75 – $125 each/day |
| Digital Mixer (32-channel) | Any event with multiple audio sources | 1 unit | $300 – $600/day |
2. Lighting
| Item | When You Need It | Qty | Rental Range |
|---|---|---|---|
| LED Uplighting | Cocktail receptions, networking areas, ballrooms | 12 – 20 fixtures | $25 – $50 each/day |
| Stage Wash Lights | Any stage with speakers or panelists | 4 – 8 fixtures | $50 – $100 each/day |
| Follow Spot | Keynote presentations, award ceremonies | 1 – 2 units | $200 – $400 each/day |
| Ambient / Gobo Lighting | Brand logo projection, breakout room atmosphere | 2 – 4 units | $100 – $250 each/day |
| Dance Floor Lighting | Evening galas or after-parties only | 4 – 6 moving heads | $150 – $300 each/day |
3. Video & Displays
| Item | When You Need It | Qty | Rental Range |
|---|---|---|---|
| HD Projector (7,000+ lumens) | Presentations in large ballrooms | 1 – 2 units | $400 – $1,200/day |
| Projection Screens (12–16 ft) | Paired with every projector | 1 – 2 screens | $150 – $350 each/day |
| LED TV Displays (65–85 in) | Breakout rooms, signage, sponsor logos | 2 – 6 units | $200 – $500 each/day |
| Video Switcher | Multi-camera or multi-source presentations | 1 unit | $300 – $700/day |
4. DJ & Music
| Item | When You Need It | Qty | Rental Range |
|---|---|---|---|
| DJ Controller (Pioneer DDJ/CDJ) | Evening receptions, galas, after-parties | 1 setup | $200 – $500/day |
| Turntables | Vinyl sets or specialty DJ performances | 2 units | $150 – $300/pair/day |
| DJ Booth / Facade | Any event with a visible DJ position | 1 unit | $150 – $400/day |
5. Extras
| Item | When You Need It | Qty | Rental Range |
|---|---|---|---|
| Photo Booth (open air or enclosed) | Networking events, sponsor activations | 1 unit | $500 – $1,200/event |
| Fog / Haze Machine | Stage entrances, lighting effects | 1 – 2 units | $75 – $200/day |
| Confetti Cannon / CO2 Jets | Award reveals, closing ceremonies | 2 – 4 units | $150 – $400 each |
| Pipe and Drape | Room dividers, backstage areas, branding walls | 40 – 80 linear ft | $8 – $15 per ft/day |
Shipping to Oklahoma City: Event Rentals NYC ships nationwide. For OKC conferences, plan for 3–5 business days ground freight or next-day air for last-minute needs. We include setup and teardown crews on every order over $2,500.
Ready to Lock In Your AV Package?
Event Rentals NYC has powered productions at Madison Square Garden, Barclays Center, and venues across all 50 states. Get a free custom quote for your Oklahoma City conference today.
Get Your Free Quote at EventRentalsNYC.comEvent Rentals NYC is a KLAV Group company • 646-280-9522 • ozzy@klavgroup.com