AV Equipment Checklist for a Corporate Event in Austin

Brought to you by Event Rentals NYC — a KLAV Group company. Whether you're hosting a product launch on Rainey Street, an executive summit downtown, or a brand activation in the Domain, this checklist gives you exactly what you need, how much of it to order, and what you should expect to spend.

Sound

Sound is the #1 reason corporate events fail. If guests can't hear the keynote, nothing else matters.

• PA System (Line Array or Powered Tops + Subs) — Needed for any event over 50 guests. Quantity: 2 tops + 2 subs for 100–250 guests; 4 tops + 4 subs for 250–500. Cost: $450–$1,800/day.
• Wireless Handheld Microphones — Needed for emcees, panelists, and audience Q&A. Quantity: 4–6 for a typical corporate event. Cost: $75–$125 each/day.
• Lavalier (Lapel) Microphones — Needed for keynote speakers and panel discussions. Quantity: 2–4. Cost: $85–$140 each/day.
• Stage Monitors (Wedges) — Needed any time a speaker or performer is on stage. Quantity: 2 monitors. Cost: $100–$200 each/day.
• Digital Mixer (16–32 channel) — Needed for any event with 3+ audio sources. Cost: $250–$650/day.

Lighting

Lighting transforms a hotel ballroom into a brand experience.

• LED Uplighting — Needed to wash walls in brand colors. Quantity: 12–24 fixtures for a ballroom. Cost: $25–$45 each/day.
• Dance Floor Lighting (Moving Heads / Wash) — Needed for after-party portion. Quantity: 4–8 fixtures. Cost: $95–$175 each/day.
• Stage Wash & Key Lighting — Needed for keynotes and panels. Quantity: 4–6 fixtures + truss. Cost: $650–$1,400/day.
• Ambient / Pin Spot Lighting — Needed for centerpieces, signage, and focal décor. Quantity: 8–16 pin spots. Cost: $20–$35 each/day.

Video

Visuals carry the message. Don't cheap out here.

• HD Projector (10K+ Lumens) — Needed for slide decks, brand reels, and sponsor logos. Quantity: 1–2. Cost: $450–$1,200/day.
• Fast-Fold Projection Screens (9x12 or 12x16) — Quantity: 1–2. Cost: $350–$700/day.
• 55"–75" TV Displays — Needed for registration, sponsor loops, breakout rooms. Quantity: 4–8. Cost: $175–$325 each/day.
• LED Video Wall (optional, premium) — Needed for high-impact keynotes. Quantity: 10x6 ft minimum. Cost: $3,500–$8,000/day.

DJ & Music

The right DJ setup turns your reception into a memorable closing moment.

• DJ Controller (Pioneer DDJ or CDJ Setup) — Quantity: 1 setup. Cost: $250–$600/day.
• Pioneer CDJ-3000 Turntables + DJM Mixer — For pro/touring DJs. Cost: $650–$1,100/day.
• Branded DJ Booth Façade — Quantity: 1. Cost: $350–$750/day.

Extras

The little things that get shared on LinkedIn and Instagram.

• Photo Booth (360 Spinner or Open-Air) — Quantity: 1. Cost: $850–$1,800/day.
• Low-Lying Fog Machine — For dance floor or grand entrances. Quantity: 1–2. Cost: $225–$400 each/day.
• CO2 Cannons or Confetti Blasters — For climactic reveals. Quantity: 2–4. Cost: $175–$350 each/day.

Rent Your Austin Corporate Event AV From Event Rentals NYC

We've produced 1,000+ events for Madison Square Garden, Barclays Center, Facebook, Ogilvy, Nickelodeon, and Maserati. Now we deliver that same Fortune-500 standard to Austin. Get a free AV quote today at EventRentalsNYC.com or call 646-280-9522.