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.