AV Equipment Checklist for Corporate Events in Philadelphia

Brought to you by Event Rentals NYC — a KLAV Group company. With 1,000+ events produced for clients like Madison Square Garden, Facebook, Ogilvy, and Maserati, we know exactly what your Philadelphia corporate event needs to look and sound flawless.

Whether you're hosting a 100-guest leadership summit at the Hyatt at The Bellevue or a 500-person product launch at the Pennsylvania Convention Center, this checklist will keep you organized from load-in to wrap.

1. Sound

Your audio is the single most important investment. If guests can't hear the keynote, the event fails.

• PA System (Line Array or Powered Speakers) — Needed for any room over 50 guests. Recommended: 2 mains + 2 subs for 200-guest ballroom; 4 mains + 4 subs for 500+. Rental: $400–$1,800.
• Wireless Handheld Microphones — Needed for keynote, Q&A, and emcee. Recommended: 4 units (2 active, 2 backup). Rental: $75–$150 each.
• Lavalier Mics — Needed for panel discussions and presentations. Recommended: 4–6 units. Rental: $85–$175 each.
• Stage Monitors — Needed any time presenters are on a riser. Recommended: 2 wedges. Rental: $100–$200 each.
• Digital Mixer (32-channel) — Needed for any event with multiple inputs. Recommended: 1 with engineer. Rental: $400–$900 + $500–$800 engineer day rate.

2. Lighting

Lighting transforms a basic ballroom into a branded experience.

• LED Uplighting — Needed for ambiance and brand color matching. Recommended: 16–24 fixtures for 200 guests; 40+ for 500. Rental: $25–$50 each.
• Dance Floor Lighting (Moving Heads + Wash) — Needed if there's an after-party. Recommended: 4 moving heads + 4 washes. Rental: $600–$1,400 package.
• Stage Wash Lighting — Needed for any keynote or panel. Recommended: 6–8 par cans on truss. Rental: $400–$800.
• Ambient Pin Spots — Needed for centerpieces and branded signage. Recommended: 1 per table. Rental: $20–$35 each.

3. Video

Visuals carry your message and your sponsors.

• Projector (10K–20K lumens) — Needed for keynote slides, sponsor reels. Recommended: 1 main, 1 backup. Rental: $800–$2,500.
• Projection Screen (12'–20') — Needed alongside projector. Recommended: 1 large center or 2 side screens. Rental: $400–$1,200.
• TV Displays (55"–85") — Needed for breakout rooms, registration, sponsor loops. Recommended: 4–8 units. Rental: $250–$650 each.
• Confidence Monitor — Needed for the speaker. Recommended: 1 floor monitor. Rental: $250–$450.

4. DJ / Music

Music sets the tone for cocktail hour and afterparty.

• Pioneer CDJ-3000 Turntables (pair) — Needed for pro DJ. Recommended: 2 units. Rental: $400–$700.
• DJ Controller (Pioneer DDJ or Rane) — Needed for hybrid DJs. Recommended: 1 unit. Rental: $200–$400.
• White or Black DJ Booth Façade — Needed for clean branded look. Recommended: 1 booth. Rental: $300–$600.

5. Extras

The details that get shared on LinkedIn the next morning.

• Photo Booth (open-air with branded backdrop) — Needed for guest engagement. Recommended: 1 with attendant, 4 hours. Rental: $900–$1,800.
• Low-Lying Fog Machine — Needed for first dance or product reveal. Recommended: 1 unit. Rental: $250–$400.
• Confetti Cannons (CO2 or Electric) — Needed for grand finale. Recommended: 4 units. Rental: $400–$800.

Ready to Lock In Your Philadelphia Event?

Event Rentals NYC — a KLAV Group company — delivers and installs throughout Philadelphia, NYC, and the entire tri-state area. One call, one crew, one invoice. Call 646-280-9522 or visit klavgroup.com to request your custom quote today.