AV Equipment Checklist for Food Festival
San Antonio Event Planning Guide | Event Rentals NYC (A KLAV Group Company)
Sound System
PA System (Main Speakers)
When Needed: 2-3 weeks before event; delivery 1-2 days prior
Recommended Quantity: 1 pair of main speakers (4,000-6,000W)
Rental Cost: $800 - $1,500
Essential for announcements, cooking demonstrations, and entertainment. Choose powered systems for easier setup.
Wireless Microphones
When Needed: 1-2 weeks before event
Recommended Quantity: 2-3 wireless mics (handheld and/or headset)
Rental Cost: $150 - $400 per mic
Perfect for emcees, chef interviews, and vendor spotlights. Ensure adequate battery backup.
Monitor Speakers
When Needed: 1-2 weeks before event
Recommended Quantity: 2 monitor speakers (500-800W each)
Rental Cost: $300 - $600
Allows speakers and performers to hear themselves clearly during presentations.
Audio Mixer/Console
When Needed: 2 weeks before event
Recommended Quantity: 1 mixer (8-16 channels)
Rental Cost: $200 - $500
Professional mixing ensures balanced audio levels throughout the festival.
Lighting
Uplighting (Accent Lighting)
When Needed: 2-3 weeks before event
Recommended Quantity: 8-12 uplights
Rental Cost: $50 - $100 per unit ($400-$1,200 total)
Creates atmosphere around vendor booths and seating areas. RGB LED for color customization.
Dance Floor Lighting
When Needed: 2 weeks before event
Recommended Quantity: 1 LED dance floor system or 4-6 LED par lights
Rental Cost: $500 - $1,200
Energizes the entertainment area and sets the tone for evening celebrations.
Stage Lighting
When Needed: 2-3 weeks before event
Recommended Quantity: 6-8 spotlights/wash lights
Rental Cost: $600 - $1,400
Highlights chefs, performers, and main stage presentations with professional illumination.
Ambient Lighting
When Needed: 2-3 weeks before event
Recommended Quantity: String lights, lanterns, or gobo projectors as needed
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