The Complete AV Equipment Checklist for Corporate Events in St. Louis

Planning a corporate event in St. Louis? Whether you're hosting a product launch downtown, a leadership summit at the Four Seasons, or an awards gala at Union Station, the right AV equipment is the difference between a forgettable meeting and a flawless experience. At Event Rentals NYC, a KLAV Group company with 20+ years producing 1,000+ events for clients like Madison Square Garden, Facebook, and Nickelodeon, we ship and install professional-grade gear nationwide. Use this checklist to plan your build.

Sound

• PA System (Line Array or Powered Speakers) — Need it for any event over 50 guests. Quantity: 2 mains + 1-2 subs for 100-300 guests; full line array for 300+. Cost: $400-$1,800/day.
• Wireless Handheld Microphones — Essential for keynote speakers, panel moderators, and Q&A. Quantity: 2-4 for typical 200-guest event. Cost: $75-$150 per mic/day.
• Wireless Lavalier Microphones — Required for executive presentations and panels where speakers move. Quantity: 2-6. Cost: $85-$175 per mic/day.
• Stage Monitors — Needed whenever there's live music, a band, or multiple speakers on a stage. Quantity: 2-4 wedges. Cost: $100-$250 each/day.
• Digital Mixer (16-32 channel) — Required for any event with 4+ audio inputs. Cost: $250-$650/day.

Lighting

• LED Uplighting — Use to color-wash walls and match brand colors. Quantity: 12-24 fixtures for a 5,000 sq ft ballroom. Cost: $25-$45 per fixture/day.
• Dance Floor Lighting — Needed if there's an after-party or networking reception with music. Quantity: 4-8 moving heads. Cost: $75-$200 each/day.
• Stage Wash Lighting — Critical for any event with on-stage presenters or video recording. Quantity: 4-8 LED PAR cans + 2 key lights. Cost: $200-$600 total/day.
• Ambient/Pin-Spot Lighting — Use to highlight centerpieces, signage, or sponsor logos. Quantity: 1 per table for 20-30 tables. Cost: $15-$30 each/day.

Video

• HD Projector (10K-20K lumens) — Required for keynote presentations in rooms over 3,000 sq ft. Quantity: 1-2. Cost: $500-$2,500/day.
• Projection Screens (12'-20') — Needed alongside any projector. Quantity: 1-2. Cost: $250-$900/day.
• 55"-85" 4K TV Displays — Use for breakout rooms, registration, sponsor loops, and confidence monitors. Quantity: 4-8. Cost: $200-$500 each/day.
• Video Switcher + Operator — Required if you're cutting between live camera, slides, and video playback. Cost: $1,200-$2,500/day with tech.

DJ / Music

• Pioneer CDJ Turntables (CDJ-3000) — Industry standard for hired DJs. Quantity: 2 + DJM mixer. Cost: $400-$650/day.
• DJ Controller (Pioneer DDJ or Rane) — Use when DJ is bringing a laptop. Quantity: 1. Cost: $150-$300/day.
• DJ Booth with Facade and Brand Wrap — Required for VIP-level corporate events. Cost: $250-$500/day.

Extras

• Photo Booth (360 Spinner or Mirror Booth) — Drives social engagement and brand activation. Cost: $750-$1,500 for 4 hours.
• Low-Lying Fog Machine — Use only for entrances, awards reveals, or dance floors. Quantity: 1-2. Cost: $150-$350/day.
• Confetti Cannons / CO2 Jets — Reserve for grand finales and closing moments. Quantity: 2-4. Cost: $100-$300 each.

Rent Your St. Louis Corporate Event Package from Event Rentals NYC

We deliver Fortune 500-grade AV anywhere in the country with full setup, on-site technicians, and 24/7 support. Whether your event is 50 guests or 5,000, our team has done it before — for brands like Maserati, Ogilvy, and BET. Visit EventRentalsNYC.com or call 646-280-9522 for a same-day custom quote on your St. Louis corporate event.