The Complete AV Equipment Checklist for Fundraisers in Fort Worth

Hosting a fundraiser in Fort Worth means every dollar raised should go to the cause — not vanish into last-minute equipment scrambles. After producing 1,000+ events for clients like Madison Square Garden, Barclays Center, and Hillsong NYC, our team at Event Rentals NYC (a KLAV Group company) built this checklist so you can plan with confidence. Below is exactly what you need, when you need it, how much to rent, and what it should cost.

Sound

Sound is the #1 reason fundraisers succeed or fall flat. If your auctioneer can't be heard, your bids drop. Lock in audio first.

• PA System (line array or powered speakers) — Needed: from doors-open through close. Quantity: 2 mains + 2 subwoofers for 200–400 guests. Cost: $450–$1,200/day.
• Wireless Handheld Microphones — Needed: emcee, auctioneer, speakers. Quantity: 4. Cost: $60–$120 per mic/day.
• Lavalier Microphones — Needed: panel discussions, video testimonials. Quantity: 2. Cost: $75–$150 per mic/day.
• Stage Monitors — Needed: live performances, keynote speakers. Quantity: 2. Cost: $90–$180 per monitor/day.
• Digital Mixer (16+ channels) — Needed: full event. Quantity: 1. Cost: $250–$600/day.

Lighting

Lighting separates a "church basement" feel from a black-tie evening. Even at modest budgets, these basics elevate the room.

• LED Uplighting — Needed: room ambiance, branded color washes. Quantity: 12–20 fixtures. Cost: $25–$45 per uplight.
• Dance Floor Lighting (moving heads + pars) — Needed: post-program celebration. Quantity: 4–6. Cost: $300–$700 package.
• Stage Wash Lighting — Needed: keynote, auctioneer, performers. Quantity: 4 fixtures + 1 truss section. Cost: $400–$900.
• Ambient Pin-Spot Lighting (centerpieces) — Needed: dinner service. Quantity: 1 per table. Cost: $15–$25 per pin-spot.

Video

Donor reels and live impact videos drive bigger giving. Plan video early — sightlines matter.

• HD Projector (10,000+ lumens) — Needed: video reels, sponsor logos, paddle raise totals. Quantity: 1–2. Cost: $600–$1,500/day.
• Projection Screen (12'–16') — Needed: full event. Quantity: 1 main, 1 side. Cost: $250–$600 per screen.
• 55"–75" TV Displays (sponsor loops, donor walls) — Needed: cocktail hour, registration. Quantity: 2–4. Cost: $200–$450 per display.
• Switcher + Confidence Monitor — Needed: live program. Quantity: 1 of each. Cost: $350–$750.

DJ & Music

Music keeps energy high between speakers and after the program closes.

• DJ Controller (Pioneer DDJ or CDJs + DJM mixer) — Needed: full event. Quantity: 1 setup. Cost: $250–$600/day.
• Turntables (vinyl sets) — Needed: optional, premium experience. Quantity: 2. Cost: $300–$500 pair.
• DJ Booth Façade (white or branded) — Needed: clean visual presentation. Quantity: 1. Cost: $200–$450.

Extras That Boost Donations

• Photo Booth (open-air, branded backdrop) — Quantity: 1. Cost: $700–$1,500.
• Low-Lying Fog Machine — Reveal moments, dance floor. Quantity: 1–2. Cost: $150–$300.
• Confetti Cannons (CO2-powered) — Goal-reached celebration. Quantity: 4–6. Cost: $50–$100 each.

Rent It All in One Place

Don't piece together five vendors and hope they show up. Event Rentals NYC delivers, sets up, runs, and breaks down every item on this list — backed by 20+ years and the same team trusted by MSG, UBS Arena, Webster Hall, and Hot 97.

Request your free Fort Worth fundraiser quote at klavgroup.com or call 646-280-9522 today.