The Complete AV Equipment Checklist for Your St. Louis Conference

Brought to you by Event Rentals NYC, a KLAV Group company — trusted by Madison Square Garden, Barclays Center, Facebook, Ogilvy, and Nickelodeon for over 1,000 events.

Planning a corporate conference in St. Louis? Whether you're hosting at the America's Center Convention Complex, Union Station, or a downtown hotel ballroom, the right AV setup is the difference between a forgettable meeting and a flagship event. Use this checklist to scope your gear, lock in quantities, and budget accurately.

1. Sound

Audio is the single most important investment. If attendees can't hear the keynote, nothing else matters.

• Line Array PA System — Need it for any room over 200 attendees. Quantity: 2 main hangs + 2 subwoofers for a 500-person ballroom. Cost: $1,200–$3,500/day.
• Wireless Handheld Mics — For Q&A and presenters who roam. Quantity: 4–6 channels. Cost: $75–$150 per mic/day.
• Lavalier (Lapel) Mics — For panelists and keynote speakers. Quantity: 4–8. Cost: $85–$175 per mic/day.
• Stage Monitors — Critical so presenters hear themselves. Quantity: 2–4 wedges. Cost: $100–$200 each/day.
• Digital Mixing Console — Yamaha QL5 or Allen & Heath SQ-6. Quantity: 1. Cost: $400–$900/day.

2. Lighting

Conference lighting sets the tone — corporate, energetic, or cinematic.

• LED Uplighting — Wash the room in your brand colors. Quantity: 16–24 fixtures for a 500-person ballroom. Cost: $35–$60 per fixture/day.
• Stage Wash Lighting — Front-light speakers properly for live streaming and IMAG cameras. Quantity: 6–8 LED PAR or ellipsoidals. Cost: $75–$150 each/day.
• Dance Floor Lighting — For your evening reception or after-party. Quantity: 4 moving heads + 1 hazer. Cost: $400–$800 package/day.
• Ambient/Pin Spot Lighting — Highlights centerpieces and signage. Quantity: 1 per table. Cost: $15–$25 each/day.

3. Video

Modern conferences require crisp visuals — slides, sizzle reels, sponsor logos, and live IMAG.

• HD/4K Projector (8K–15K lumens) — Essential for keynote stages. Quantity: 1–2. Cost: $600–$2,200/day.
• Fast-Fold Projection Screens — 9x16 or 12x21 ft for main stage. Quantity: 1 main + 2 side IMAG. Cost: $300–$900 per screen/day.
• 55"–75" 4K TV Displays — Sponsor lounges, registration, breakout rooms. Quantity: 6–10. Cost: $250–$450 each/day.
• Video Switcher + Camera Package — For IMAG and live stream. Quantity: 1 ATEM switcher + 2 PTZ cameras. Cost: $1,500–$3,000/day.

4. DJ / Music

For welcome receptions, networking hours, and closing parties.

• Pioneer CDJ-3000 Turntables — Pro DJ standard. Quantity: 2. Cost: $250 per unit/day.
• DJ Controller (Pioneer DDJ-1000) — All-in-one option. Quantity: 1. Cost: $200/day.
• White or LED DJ Booth Façade — Branded front for a polished look. Quantity: 1. Cost: $300–$600/day.
• DJM Mixer + Pioneer Headphones — Quantity: 1 set. Cost: $175/day.

5. Extras

The details that turn attendees into raving fans.

• Photo Booth (360 Spinner or Open Air) — Quantity: 1. Cost: $700–$1,500 for the event.
• Low-Lying Fog Machine — Dramatic dance floor effect. Quantity: 1. Cost: $250–$400/day.
• Confetti Cannons / CO2 Jets — For award reveals and finales. Quantity: 2–4. Cost: $150–$300 each.

Rent Everything from One Source — Event Rentals NYC

Skip the headache of coordinating five vendors. Event Rentals NYC, powered by KLAV Group, ships nationwide and handles delivery, setup, on-site tech, and strike — including St. Louis.

Call 646-280-9522 or email ozzy@klavgroup.com to lock in your conference package today.