The Complete AV Equipment Checklist for Corporate Events in Jacksonville
Planning a corporate event in Jacksonville? Whether it's a leadership summit at the Hyatt Regency Riverfront, a product launch at the Prime Osborn Convention Center, or a private gala at TIAA Bank Field, the right AV setup is what turns a good event into an unforgettable one. Event Rentals NYC, a KLAV Group company with 1,000+ events produced for clients like Madison Square Garden, Facebook, and Maserati, brings world-class production gear nationwide. Use this checklist to plan a flawless 150–300 attendee corporate event.
Sound
Lock in your audio package 4–6 weeks out. Sound failures are the #1 reason events go sideways.
- PA Speakers (Line Array or Powered Tops): Needed for keynotes and music playback. Quantity: 2–4 tops + 2 subs for a 200-person ballroom. Rental: $400–$1,200/day.
- Wireless Microphones (Handheld + Lavalier): Needed for speakers, panels, and Q&A. Quantity: 4 handhelds + 2 lavs for typical agendas. Rental: $75–$150 per mic/day.
- Stage Monitors: Needed when presenters or performers are on a raised stage. Quantity: 2 wedges. Rental: $100–$200/day.
- Digital Mixer with Tech: Needed for any event with 3+ mics. Quantity: 1 mixer + 1 A1 engineer. Rental: $500–$1,500/day including operator.
Lighting
Lighting transforms a hotel ballroom into a branded experience. Confirm load-in 3–4 weeks ahead.
- Wireless LED Uplighting: Needed to color-wash walls in your brand palette. Quantity: 12–20 fixtures. Rental: $25–$45 each/day.
- Dance Floor Lighting (Moving Heads): Needed for after-party or reception. Quantity: 4–6 fixtures. Rental: $75–$150 each/day.
- Stage Wash + Key Light: Needed for any stage with cameras or speakers. Quantity: 4–6 PAR fixtures + 1 key. Rental: $300–$700 package/day.
- Ambient Lighting (Pin Spots, String Lights): Needed for cocktail hour and dinner. Quantity: 1 pin spot per centerpiece. Rental: $15–$30 each/day.
Video
Confirm video specs and aspect ratios with your AV team 2 weeks out.
- Projector + Screen (10ft–16ft): Needed for keynote slides and brand reels. Quantity: 1–2 screens depending on room shape. Rental: $600–$2,000/day.
- LED Wall (alternative to projection): Needed for bright rooms or premium look. Quantity: 10ft x 6ft panel. Rental: $3,000–$8,000/day.
- 55"–75" TV Displays: Needed for sponsor logos, agendas, and breakout rooms. Quantity: 2–4 units. Rental: $200–$500 each/day.
- Camera + Live Switching: Needed for streaming or IMAG. Rental: $1,500–$4,000/day with operator.
DJ & Music
- Pro DJ Controller (Pioneer DDJ or CDJ-3000s): Needed for reception and after-party. Quantity: 1 setup. Rental: $300–$600/day.
- Turntables (Technics 1200s): Needed for premium DJ talent. Quantity: 2 + mixer. Rental: $400–$700/day.
- Branded DJ Booth Facade: Needed for executive-level events. Rental: $250–$500/day.
Extras That Wow
- Photo Booth (Open-Air w/ Backdrop): Needed for brand engagement and social shareables. Rental: $800–$1,500/day with attendant.
- Low-Lying Fog Machine: Needed for grand entrances or first dance. Rental: $150–$350/day.
- Confetti Cannons: Needed for big reveals and finales. Rental: $100–$250 per cannon.
Rent the Full Package from Event Rentals NYC
Stop juggling five vendors. Event Rentals NYC delivers, sets up, runs, and strikes your entire AV package nationwide — including Jacksonville. Get a custom quote in under 24 hours. Call 646-280-9522 or visit klavgroup.com to lock in your event today.
```