AV Equipment Checklist for an Engagement Party in Chicago

Brought to you by Event Rentals NYC, a KLAV Group company — trusted by Madison Square Garden, Barclays Center, and 1,000+ events nationwide.

An engagement party is the first public celebration of your love story. Whether you're hosting at a West Loop loft, a Lincoln Park rooftop, or a private River North venue, the right AV gear turns a gathering into a moment guests remember. Use this checklist to plan a flawless 75–150 guest engagement party.

Sound

Crisp audio is non-negotiable for toasts, speeches, and dancing.

• PA Speakers — Needed for music playback and amplified speeches. Recommended: 2 powered tops on stands plus 1 subwoofer for a 100-guest room. Cost: $150–$450.
• Wireless Microphones — Essential for the engagement toast, parents' speeches, and MC announcements. Recommended: 2 handhelds plus 1 lavalier. Cost: $75–$200.
• Stage Monitor — Needed if you have live musicians or a featured speaker. Recommended: 1 wedge monitor. Cost: $60–$125.
• Audio Mixer — Required to balance mics, music, and live inputs. Recommended: 8-channel digital mixer. Cost: $100–$275.

Lighting

Lighting transforms any Chicago venue from plain to picture-perfect.

• LED Uplighting — Needed to wash walls in your color palette (blush, champagne, navy). Recommended: 12–16 wireless uplights for a typical ballroom. Cost: $300–$600.
• Dance Floor Lighting — Needed once dinner ends and the party opens up. Recommended: 4 moving heads plus 2 wash pars. Cost: $250–$500.
• Stage / Speech Lighting — Needed for the toast area and first-dance moment. Recommended: 2 front-wash fixtures plus 1 pin-spot for the couple. Cost: $150–$325.
• Ambient String Lights / Pin Spots — Needed for cocktail hour and dinner tables. Recommended: 200 ft of bistro string lights plus 10 table pin-spots. Cost: $200–$450.

Video

Video brings the love story to life on screen.

• HD Projector — Needed for proposal-video playback and slideshow. Recommended: 1 x 6,000-lumen projector. Cost: $250–$550.
• Projection Screen — Needed to display the slideshow during dinner. Recommended: 1 x 9 ft tripod or fast-fold screen. Cost: $125–$300.
• TV Displays — Needed for a step-and-repeat photo loop or social-wall hashtag feed near the entry. Recommended: 2 x 55" displays on stands. Cost: $300–$600.

DJ / Music

The dance floor lives or dies by the DJ setup.

• DJ Controller — Needed throughout the night for music programming. Recommended: 1 Pioneer DDJ-1000 or equivalent. Cost: $175–$325.
• Turntables (optional, vinyl sets) — Needed if you've booked an open-format vinyl DJ. Recommended: 2 Technics 1200s plus DJM-900 mixer. Cost: $400–$750.
• DJ Booth Facade — Needed for a polished look in photos and video. Recommended: 1 white or LED-front booth. Cost: $150–$300.
• DJ Headphones & Cabling — Always needed. Cost: $40–$85.

Extras

The fun add-ons that turn guests into lifelong fans of your party.

• Photo Booth — Needed from cocktail hour through the last dance. Recommended: 1 open-air booth with props and instant prints. Cost: $650–$1,200.
• Low-Lying Fog Machine — Needed for the first dance "dancing on clouds" effect. Recommended: 1 dry-ice or water-based hazer. Cost: $200–$400.
• Cold Spark Machines — Needed for the grand entrance or first dance. Recommended: 2 units. Cost: $250–$475.
• Confetti Cannons — Needed at the toast moment. Recommended: 4 handheld plus 2 stationary launchers. Cost: $125–$275.

Rent Everything from One Trusted Source

Stop coordinating five vendors. Event Rentals NYC, a KLAV Group company, delivers, installs, operates, and strikes every item on this list — backed by 20+ years of experience producing events for the world's most demanding venues. We service Chicago and nationwide.

Request your Engagement Party quote today at klavgroup.com or call 646-280-9522. White-glove service. World-class execution. One invoice.