AV Equipment Checklist: Conference in River North

Brought to you by Event Rentals NYC — a KLAV Group company. With 20+ years producing events for Madison Square Garden, Barclays Center, Facebook, Ogilvy, and Nickelodeon, we know what a River North conference actually needs on the floor. Use this checklist to plan a flawless event.

Sound

Audio is the single biggest driver of perceived production value. If attendees can't hear the keynote clearly, nothing else matters.

• PA System (line array or point-source): Needed from doors-open through closing remarks. Quantity: 1 main system (2 tops + 2 subs) for rooms up to 300 attendees; double for 500+. Rental: $650–$1,800/day.
• Wireless Handheld Microphones: Needed for keynotes, panels, Q&A. Quantity: 4–6 channels. Rental: $75–$125 per mic/day.
• Lavalier (Lapel) Mics: Needed for panelists and presenters. Quantity: 4–8. Rental: $85–$150 per mic/day.
• Stage Monitors: Needed during keynotes and performances. Quantity: 2–4 wedges. Rental: $75–$150 each/day.
• Digital Mixer (16–32 channel): Needed throughout event. Quantity: 1. Rental: $250–$650/day.

Lighting

Lighting transforms a hotel ballroom into a branded experience. River North venues often have flat overhead lighting that needs supplementing.

• LED Uplighting (wireless, color-matched to brand): Set up day-before. Quantity: 12–24 fixtures. Rental: $25–$45 each/day.
• Dance Floor Lighting (after-party): Needed if reception runs past 8pm. Quantity: 4–6 moving heads + 2 wash lights. Rental: $300–$700 package.
• Stage Wash & Key Lights: Needed for keynote and panels (camera-ready). Quantity: 4–8 fixtures. Rental: $200–$500 package.
• Ambient & Pin-Spot Lighting: Needed for cocktail reception and centerpieces. Quantity: 8–16 pin spots. Rental: $15–$25 each/day.

Video

Visuals carry the message. A 1080p minimum is non-negotiable; 4K is now standard for premium conferences.

• HD Projector (8K–12K lumens): Needed for keynote and breakout sessions. Quantity: 1 main + 1 backup. Rental: $450–$1,200/day.
• Fast-Fold Projection Screens (12'–16'): Needed throughout main session. Quantity: 1–2. Rental: $250–$600 each/day.
• TV Displays (55"–75") for sponsors, signage, breakouts: Quantity: 4–8. Rental: $150–$350 each/day.
• LED Wall (premium tier): Quantity: 10' x 6' modular. Rental: $3,500–$7,500/day.

DJ / Music

Music covers transitions, breaks, and the closing reception — where most networking and deal-making actually happens.

• Pioneer DJ Controller (DDJ-FLX10 or CDJ-3000 pair): Needed reception/after-party. Quantity: 1 setup. Rental: $200–$450/day.
• Turntables (Technics 1200) for vinyl sets: Quantity: pair. Rental: $300–$500/day.
• Branded DJ Booth Facade: Quantity: 1. Rental: $250–$650/day.

Extras That Drive Engagement

• Photo Booth (open-air, branded): Reception. Rental: $650–$1,500.
• Low-Lying Fog Machine: Stage entrance. Rental: $150–$300/day.
• Confetti Cannons (CO2-powered): Closing keynote. Rental: $200–$450 per blast.

Rent the Full Package from Event Rentals NYC

Stop sourcing five vendors. Event Rentals NYC delivers, sets up, runs, and strikes everything above — same trusted KLAV Group team behind 1,000+ NYC events. Bundled packages save 20–30% versus à la carte. Call 646-280-9522 or visit klavgroup.com to request a River North conference quote today.