AV Equipment Checklist for a Conference in Portland

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

Planning a conference in Portland? Whether you're hosting 100 executives or 1,000 attendees, the right AV setup turns a good event into a memorable one. Use this practical checklist to budget, plan, and book every piece of gear you'll need.

1. Sound

Clear audio is non-negotiable. If your keynote speaker can't be heard, the event is over before it starts.

• PA System (Line Array or Point Source): Needed for every general session and breakout room. Quantity: 1 main system per room (2 tops + 1 sub minimum for 200+ guests). Rental: $400–$1,200/day.
• Wireless Microphones: Needed for keynotes, panels, and Q&A. Quantity: 4–8 handhelds + 4 lavaliers for a typical conference. Rental: $75–$150 per mic/day.
• Stage Monitors: Needed for any live presentation or performance. Quantity: 2–4 wedges. Rental: $100–$200 each/day.
• Digital Mixer (32-channel+): Needed for multi-mic events with recording. Quantity: 1 per stage. Rental: $300–$600/day.

2. Lighting

Lighting sets the mood for keynotes, networking hours, and after-parties.

• LED Uplighting: Needed to brand the room in your conference colors. Quantity: 12–24 units for a standard ballroom. Rental: $25–$50 per unit/day.
• Stage Wash & Spot Lighting: Needed for any presenter on stage. Quantity: 4–8 moving heads + 2 follow spots. Rental: $150–$400 per fixture/day.
• Dance Floor Lighting: Needed if hosting a reception or gala evening. Quantity: 4–6 intelligent fixtures + hazer. Rental: $300–$800 package.
• Ambient/Architectural Lighting: Needed for registration, lounge, and sponsor areas. Quantity: 6–12 wash lights. Rental: $200–$500 package.

3. Video

Visuals carry your message — don't cheap out on screens.

• HD Projector (10,000+ lumens): Needed for main stage presentations. Quantity: 1–2 per general session room. Rental: $500–$1,500/day.
• Projection Screens (12–20 ft): Needed wherever there's a projector. Quantity: 1 per projector. Rental: $250–$750/day.
• TV Displays (55"–85"): Needed for wayfinding, sponsor loops, and breakout rooms. Quantity: 4–10 units. Rental: $200–$500 each/day.
• Switcher & Confidence Monitors: Needed for professional production. Quantity: 1 switcher + 2 confidence monitors. Rental: $400–$900/day.

4. DJ / Music

Conferences live and die by their networking hours — music matters.

• Pioneer Turntables (CDJ-3000): Needed for opening receptions and after-parties. Quantity: 2 CDJs. Rental: $300–$500/day.
• DJ Controller (All-in-One): Needed for smaller networking sessions. Quantity: 1. Rental: $150–$300/day.
• DJ Booth Façade: Needed for a professional look. Quantity: 1 branded booth. Rental: $200–$400/day.

5. Extras That Wow

The details your sponsors will remember.

• Photo Booth (Open-Air): Needed for branded attendee engagement. Quantity: 1 booth with attendant. Rental: $800–$1,800/day.
• Fog / Haze Machine: Needed to make lighting pop on stage. Quantity: 1–2 units. Rental: $75–$150/day.
• Confetti Cannons: Needed for closing ceremonies and announcements. Quantity: 2–4 cannons. Rental: $100–$250 each.

Rent Everything From One Trusted Source

Event Rentals NYC, powered by KLAV Group, has produced 1,000+ events for clients like Madison Square Garden, Barclays Center, Facebook, and Ogilvy. We deliver, set up, and operate — nationwide, including Portland.

Ready to lock in your conference AV? Call 646-280-9522 or email ozzy@klavgroup.com for your custom quote today.