The Ultimate AV Equipment Checklist for Conferences in Park Slope

Brought to you by Event Rentals NYC — a KLAV Group company. 20+ years producing events for Madison Square Garden, Barclays Center, Facebook, Ogilvy, and Nickelodeon.

Hosting a conference in Park Slope, Brooklyn? Whether you're at the Old Stone House, Brooklyn Commons, or a private brownstone venue, the right AV setup is the difference between a polished, professional event and a forgettable one. Use this checklist to plan, budget, and book.

Sound

Clear audio is non-negotiable. If your audience can't hear the keynote, nothing else matters.

• PA System (Line Array or Powered Speakers) — Needed from setup through teardown. Recommended: 2–4 speakers for 100–250 attendees. Rental: $350–$900.
• Wireless Handheld Microphones — Needed for keynotes, panels, and Q&A. Recommended: 4–6 mics. Rental: $75–$150 per mic/day.
• Lavalier (Lapel) Microphones — Needed for presenters who move freely on stage. Recommended: 2–4. Rental: $85–$175 per mic/day.
• Stage Monitors — Needed during all live presentations. Recommended: 2 wedges. Rental: $125–$250.
• Digital Mixer (16–24 channel) — Needed throughout the event. Recommended: 1 with engineer. Rental: $300–$600.

Lighting

Lighting transforms a venue from "meeting room" to "experience."

• LED Uplighting — Needed for ambiance during arrival, breaks, and after-hours reception. Recommended: 12–20 fixtures. Rental: $25–$45 each.
• Dance Floor Lighting (after-party) — Needed for evening reception or networking. Recommended: 4–8 moving heads. Rental: $300–$700.
• Stage Wash Lighting — Needed for keynote and panel sessions. Recommended: 4–6 PAR cans + key light. Rental: $250–$500.
• Ambient / Pin-Spot Lighting — Needed for sponsor tables, registration, and centerpieces. Recommended: 6–10 fixtures. Rental: $100–$250.

Video

Modern conferences live or die on visual presentation.

• HD Projector (5,000+ lumens) — Needed for keynote slides, video reels, and live feed. Recommended: 1–2. Rental: $400–$900.
• Projection Screens (10–16 ft) — Paired with each projector. Recommended: 1–2. Rental: $200–$450.
• 55"–75" TV Displays — Needed for breakout rooms, sponsor signage, and registration. Recommended: 3–6. Rental: $150–$350 each.
• Confidence Monitor — Needed for presenters facing the audience. Recommended: 1. Rental: $175–$300.
• Live Switcher + Camera Package — Needed if streaming or recording. Rental: $1,200–$2,500.

DJ & Music

Great music drives networking energy and post-conference receptions.

• Pro DJ Controller (Pioneer DDJ or CDJs) — Needed for cocktail hour and after-party. Recommended: 1 setup. Rental: $300–$600.
• Turntables (Technics 1200s) — Needed if hiring a vinyl DJ. Recommended: 2 + mixer. Rental: $400–$700.
• Branded DJ Booth Facade — Needed for reception and break sessions. Recommended: 1. Rental: $250–$500.

Extras

The little touches that turn attendees into brand ambassadors.

• Photo Booth (open-air, branded) — Needed for networking reception. Recommended: 1. Rental: $700–$1,400.
• Low-Lying Fog Machine — Needed for keynote entrances or after-party. Recommended: 1–2. Rental: $150–$350.
• Confetti Cannons — Needed for award moments or closing ceremony. Recommended: 2–4. Rental: $75–$150 each.

Book Your Park Slope Conference With Event Rentals NYC

Event Rentals NYC, a KLAV Group company, has produced 1,000+ events across NYC. We deliver, set up, run, and strike — so you focus on your attendees, not the gear.

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