The Ultimate AV Equipment Checklist for Your Queens Conference

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

Planning a conference in Queens? Whether you're hosting at the New York Hall of Science, Terrace on the Park, or a corporate space in Long Island City, the right AV gear separates a professional event from a forgettable one. Use this checklist to plan smart, budget accurately, and avoid day-of disasters.

Sound Equipment

Audio is the #1 thing attendees notice. If they can't hear the speakers, nothing else matters.

• PA System (Line Array or Powered Speakers) — Need it: every conference. Quantity: 2-4 speakers for rooms of 100-500. Cost: $400-$1,200/day.
• Wireless Handheld Microphones — Need it: keynotes, panels, Q&A. Quantity: 4-8 mics. Cost: $75-$150 per mic/day.
• Lavalier (Lapel) Mics — Need it: speakers who move on stage. Quantity: 2-6. Cost: $85-$175 per mic/day.
• Stage Monitors — Need it: any panel or keynote with multiple speakers. Quantity: 2-4. Cost: $125-$250 each/day.
• Digital Mixer (16-32 channel) — Need it: always. Quantity: 1. Cost: $250-$600/day.
• Audio Tech Operator — Need it: mandatory. Cost: $600-$1,200/day.

Lighting

Lighting transforms a plain ballroom into a branded experience and makes your stage look broadcast-ready.

• LED Uplighting — Need it: brand color washing walls. Quantity: 12-24 fixtures. Cost: $35-$60 each/day.
• Dance Floor Lighting — Need it: after-parties, cocktail hours. Quantity: 4-8 moving heads. Cost: $80-$150 each/day.
• Stage Wash & Key Lighting — Need it: any keynote stage or panel. Quantity: 4-6 fixtures + truss. Cost: $400-$900/day.
• Ambient Pin Spots — Need it: highlighting centerpieces, sponsor logos. Quantity: 6-12. Cost: $25-$45 each/day.
• Lighting Tech — Need it: yes. Cost: $600-$1,000/day.

Video

Conferences live and die by their visuals. Slides, sponsor logos, and live IMAG are non-negotiable.

• HD Projector (10K-20K Lumens) — Need it: rooms over 100 attendees. Quantity: 1-2. Cost: $500-$1,500/day.
• Projection Screen (12-20 ft) — Need it: paired with projector. Quantity: 1-2. Cost: $300-$800/day.
• 55"-75" TV Displays — Need it: registration, breakout rooms, sponsor signage. Quantity: 4-10. Cost: $200-$450 each/day.
• LED Video Wall (4mm-6mm pitch) — Need it: premium keynote stage. Quantity: 10x6 ft minimum. Cost: $3,500-$8,000/day.
• Switcher + Camera Operator — Need it: live IMAG or recording. Cost: $1,500-$3,500/day.

DJ & Music

Cocktail hours, networking breaks, and after-parties need a DJ booth that performs and looks the part.

• Pro DJ Controller (Pioneer DDJ or CDJ-3000s) — Need it: cocktail/after-party. Quantity: 1 setup. Cost: $300-$650/day.
• Turntables (Technics 1200s) — Need it: vinyl DJs only. Quantity: 2. Cost: $250/day.
• Lit DJ Booth Facade — Need it: branded events. Quantity: 1. Cost: $300-$600/day.
• DJ Monitor — Need it: yes. Cost: $100/day.

Extras & Activations

Sponsorship-driven add-ons that drive social media reach.

• 360° Photo Booth — Need it: sponsor activations. Cost: $1,200-$2,500/day.
• Low-Lying Fog Machine — Need it: dramatic stage entrances. Cost: $200-$400/day.
• Confetti Cannons (CO2) — Need it: closing keynote moments. Cost: $250-$500 per launch.
• Power Distribution & Cable Management — Need it: always. Cost: $400-$1,000/day.

Rent Everything from One Trusted Source

Stop coordinating five vendors. Event Rentals NYC delivers, sets up, runs, and strikes every piece of gear on this list — backed by KLAV Group's 1,000+ event track record.

Call 646-280-9522 or email ozzy@klavgroup.com for a same-day Queens conference quote.