AV Equipment Checklist for a Fundraiser in Austin

Brought to you by Event Rentals NYC, a KLAV Group company. Fundraisers live or die by the audio-visual experience. Donors give more when they hear every word of the keynote, see the impact stories on screen, and feel energy on the dance floor. Use this checklist to plan a polished Austin fundraiser that drives donations.

Sound

You need sound the moment guests walk in. Pre-event background music sets the tone, the program needs crystal-clear speech, and the after-party needs club-grade output.

• PA System (line array or full-range speakers) — Needed for opening reception through end of night. Quantity: 2 mains + 2 subs for 200–400 guests, scale up for 500+. Rental range: $400–$1,200.
• Wireless Microphones (handheld + lavalier) — Needed for emcee, keynote, honoree speeches, and live auction. Quantity: 4 handhelds + 2 lavaliers. Rental range: $75–$150 each.
• Stage Monitors — Needed if you have live music or a band. Quantity: 2–4 wedges. Rental range: $60–$120 each.
• Digital Mixer with Engineer — Needed throughout entire program. Quantity: 1 mixer (16–32 channel). Rental range: $300–$700 + engineer at $75–$125/hr.

Lighting

Lighting transforms a hotel ballroom into a destination. Austin venues from the Fair Market to ACL Live demand layered lighting design.

• LED Uplighting — Needed for ambiance and brand color washing. Quantity: 16–24 fixtures for a typical ballroom. Rental range: $25–$45 per fixture.
• Dance Floor Lighting (movers + wash) — Needed for after-program celebration. Quantity: 4–6 moving heads + 4 washes. Rental range: $400–$900 package.
• Stage Lighting (front wash + key light) — Needed for speakers and honoree photos. Quantity: 4–8 PAR cans + 2 ellipsoidals. Rental range: $300–$700.
• Ambient/Pin Spots for Centerpieces — Needed during dinner. Quantity: 1 per table. Rental range: $15–$25 each.

Video

Visuals drive donations. Impact reels, donor recognition slides, and live IMAG of speakers are non-negotiable for fundraising events.

• HD Projector (10K–20K lumens) — Needed for impact video and program slides. Quantity: 1–2 depending on room. Rental range: $500–$1,800.
• Projection Screens (12'–20') — Needed paired with projector. Quantity: 1–2. Rental range: $250–$700 each.
• 55"–75" TV Displays — Needed for sponsor logos, silent auction, donation thermometer. Quantity: 4–6. Rental range: $150–$350 each.

DJ & Music

Austin guests expect great music. Plan for cocktails, dinner ambiance, and a high-energy after-party.

• Pro DJ Controller (Pioneer DDJ or CDJs) — Needed cocktails through close. Quantity: 1 setup. Rental range: $200–$500.
• Turntables (vinyl option) — Needed if you book a name DJ. Quantity: 2 + mixer. Rental range: $300–$600.
• Branded DJ Booth Facade — Needed for sponsor visibility. Quantity: 1. Rental range: $250–$500.

Extras

The extras are what guests post on Instagram, fueling next year's ticket sales.

• Photo Booth (open-air with backdrop) — Needed during cocktails and after-party. Quantity: 1. Rental range: $600–$1,400.
• Low-Lying Fog Machine — Needed for grand entrance or first dance. Quantity: 1–2. Rental range: $150–$300.
• Confetti Cannons — Needed for fundraising goal reveal. Quantity: 2–4. Rental range: $75–$150 each.

Rent It All From One Trusted Partner

Event Rentals NYC, a KLAV Group company, has produced 1,000+ events for clients including Madison Square Garden, Barclays Center, and Hillsong NYC. We deliver, install, and operate every piece of gear above — nationwide, including Austin. Request your fundraiser quote today and let us handle every cable so you can focus on raising money.