The Complete AV Equipment Checklist for Your Richmond Conference
Planning a conference in Richmond? Whether you're hosting at the Greater Richmond Convention Center, the Altria Theater, or a downtown hotel ballroom, the right AV equipment separates a forgettable meeting from a Fortune 500-grade event. At Event Rentals NYC, a KLAV Group company with 1,000+ events produced for clients like Madison Square Garden, Ogilvy, and Facebook, we've built this checklist to help you scope every category before you book.
Sound Equipment
Audio is non-negotiable. If attendees can't hear the speaker, your conference fails — period.
- Line Array PA System — Needed for any room over 200 guests. Quantity: 1 stereo pair (left/right) for rooms up to 500; dual hangs for 500+. Rental: $800–$2,500/day.
- Wireless Handheld Microphones — For keynote speakers and Q&A. Quantity: 4–6 for a typical 300-person conference. Rental: $75–$150/mic/day.
- Lavalier (Lapel) Microphones — For panels and presenters who need hands-free. Quantity: 4–8. Rental: $75–$125/mic/day.
- Stage Monitors — Speakers must hear themselves. Quantity: 2–4 wedges. Rental: $100–$200/each/day.
- Digital Mixing Console (32-channel) — Needed when you have 6+ inputs. Rental: $400–$900/day with engineer.
Lighting Equipment
Lighting transforms a hotel ballroom into a branded experience and keeps attendees engaged on camera.
- LED Uplighting — For wall washing in your brand colors. Quantity: 16–24 fixtures for a standard ballroom. Rental: $25–$45/each/day.
- Stage Wash Lighting — Front and back light for speakers (critical for video recording). Quantity: 6–10 fixtures. Rental: $50–$100/each/day.
- Dance Floor / Reception Lighting — For evening networking. Quantity: 4–8 moving heads. Rental: $75–$150/each/day.
- Ambient Pin-Spot Lighting — For centerpieces and break areas. Quantity: 12–20. Rental: $20–$35/each/day.
Video & Projection
Modern conferences are hybrid by default. Your video setup determines whether remote attendees stay engaged or drop off.
- Laser Projector (10,000+ lumens) — For main stage keynote screens. Quantity: 1–2 depending on room shape. Rental: $600–$1,800/day.
- Fast-Fold Projection Screen (12'–16') — Quantity: 1–2. Rental: $300–$700/day with dress kit.
- 55"–75" 4K LED Displays — For breakout rooms, registration, and signage. Quantity: 4–8. Rental: $200–$450/each/day.
- Video Switcher & Confidence Monitors — Essential for multi-source presentations. Rental: $400–$800/day.
DJ & Music
For welcome receptions, networking hours, and after-parties.
- DJ Controller (Pioneer DDJ or CDJ-3000 setup) — Quantity: 1 setup. Rental: $300–$700/day.
- DJ Booth Façade with LED Front — Quantity: 1. Rental: $250–$500/day.
- Background Music System (Bluetooth/Sonos) — For check-in and breaks. Rental: $150–$300/day.
Extras That Elevate the Experience
- 360° Photo Booth — Drives social media buzz. Rental: $700–$1,500 (4 hours).
- Low-Lying Fog Machine — For dramatic stage entrances. Rental: $200–$400/day.
- Confetti Cannons / CO₂ Jets — For closing announcements. Rental: $150–$350/each.
- Truss & Pipe-and-Drape — For stage backdrops and brand signage. Rental: $400–$1,200/day.
Book Your Richmond Conference With Event Rentals NYC
One vendor. One invoice. One on-site engineer who has run audio at MSG, Webster Hall, and Hillsong NYC. We deliver to Richmond, set up everything on this checklist, run it live, and break it down — so you can focus on your attendees.
Call 646-280-9522 or visit klavgroup.com to request your free Richmond conference quote today.