AV Equipment Checklist for a Corporate Event in Santa Monica

Brought to you by Event Rentals NYC — a KLAV Group company. Planning a corporate event in Santa Monica? Use this practical AV equipment checklist to make sure your stage looks sharp, your audio sounds clean, and your guests stay engaged from doors-open to closing toast.

Sound

• Powered PA Speakers (Mains) — Needed for keynote audio, music playback, and announcements. Recommended: 2 tops + 2 subs for 150–300 guests. Rental range: $250–$600/day.
• Wireless Handheld Microphones — Needed for emcees, panelists, and Q&A. Recommended: 2–4 units. Rental range: $75–$150 per mic/day.
• Wireless Lavalier Microphones — Needed for keynote speakers and presenters who need hands free. Recommended: 2 units. Rental range: $75–$125 per mic/day.
• Stage Monitors — Needed when speakers, panelists, or musicians need to hear themselves. Recommended: 2 wedges. Rental range: $75–$150 each.
• Digital Mixing Console — Needed for any event with more than two mic sources. Recommended: 16–24 channel digital mixer. Rental range: $200–$500/day.

Lighting

• LED Uplighting — Needed to brand the room in your corporate colors. Recommended: 12–20 fixtures for a typical ballroom. Rental range: $25–$45 per fixture.
• Dance Floor Lighting — Needed for the after-party portion of the night. Recommended: 4 moving heads + 2 wash lights. Rental range: $400–$800 package.
• Stage Wash Lighting — Needed any time speakers, panels, or awards happen on a riser. Recommended: 4–6 LED PAR or ellipsoidal fixtures. Rental range: $200–$500 package.
• Ambient/Pin-Spot Lighting — Needed to highlight centerpieces, signage, and lounge areas. Recommended: 1 pin-spot per table. Rental range: $20–$35 each.

Video

• HD Projector (5,000+ lumens) — Needed for keynote slides, sponsor logos, and video playback. Recommended: 1 unit per main stage. Rental range: $400–$900/day.
• Fast-Fold Projection Screen — Needed alongside any projector. Recommended: 9x12 or 9x16 ft for groups over 150. Rental range: $250–$500/day.
• 55"–75" LED TV Displays — Needed for registration, sponsor loops, and breakout rooms. Recommended: 2–4 units. Rental range: $150–$350 per display.
• Video Switcher + HDMI Distribution — Needed when running multiple sources (laptop, camera, sizzle reel). Recommended: 1 ATEM-style switcher. Rental range: $200–$400/day.

DJ & Music

• Pioneer CDJ Turntables — Needed when bringing in a professional DJ. Recommended: 2 CDJ-3000s + DJM-900 mixer. Rental range: $500–$900 package.
• DJ Controller (All-in-One) — Needed for in-house or junior DJs. Recommended: 1 Pioneer DDJ or Rane One. Rental range: $200–$400/day.
• Branded DJ Booth Facade — Needed to elevate the look of the entertainment area. Recommended: 1 white scrim facade with logo wrap. Rental range: $250–$500/day.

Extras

• Photo Booth (360 or Mirror) — Needed for shareable brand moments. Recommended: 1 booth with attendant. Rental range: $800–$1,800.
• Low-Lying Fog Machine — Needed for first dance, awards reveal, or stage entrances. Recommended: 1 unit. Rental range: $150–$300/day.
• Confetti Cannons — Needed for finale moments and big announcements. Recommended: 2–4 cannons. Rental range: $50–$100 each.

Ready to Lock It In?

Event Rentals NYC, a KLAV Group company, handles corporate events nationwide — including Santa Monica. With 1,000+ events produced for clients like Madison Square Garden, Facebook, Ogilvy, and Maserati, we deliver, set up, and operate everything on this checklist so your team can focus on the guests.

Call 646-280-9522 or visit klavgroup.com to request your custom Santa Monica corporate event quote today.