The Complete AV Equipment Checklist for Your Honolulu Fundraiser

Hosting a fundraiser in Honolulu is a powerful way to rally donors around your cause — but the difference between a forgettable evening and a record-breaking gala almost always comes down to production quality. At Event Rentals NYC (a KLAV Group company), we've produced over 1,000 events for clients ranging from Madison Square Garden to Hillsong NYC. Use this checklist to plan a flawless event.

Sound

Crystal-clear audio is non-negotiable when speakers are sharing donor stories or making the ask.

• PA System (line array or powered speakers): Needed for any room over 100 guests. Recommended: 2 main speakers + 1–2 subs for 200–400 attendees. Cost: $400–$1,200.
• Wireless Microphones: Needed for emcees, auctioneers, honorees, and donor testimonials. Recommended: 4–6 handhelds + 2 lavaliers. Cost: $75–$150 each.
• Stage Monitors: Needed if you have live music or speeches longer than 5 minutes. Recommended: 2 wedge monitors. Cost: $100–$200 each.
• Digital Mixer: Needed for any event with 4+ audio sources. Recommended: 16–24 channel board with engineer. Cost: $300–$700 + tech.

Lighting

Lighting transforms a hotel ballroom into a destination — and great lighting opens wallets.

• Uplighting (LED wash): Needed to brand the room in your fundraiser's colors. Recommended: 16–24 fixtures for a 200-person ballroom. Cost: $30–$50 per fixture.
• Dance Floor Lighting: Needed for the post-program celebration. Recommended: 4 moving heads + 2 par cans. Cost: $400–$800 package.
• Stage Wash: Needed any time speakers are on a riser. Recommended: 4–6 LED pars front + back. Cost: $200–$400.
• Ambient/Pin Spot Lighting: Needed for centerpieces, auction items, and step-and-repeat photos. Recommended: 1 pin spot per table. Cost: $25–$40 each.

Video

Video tells the story words can't — donor impact reels are proven to lift average gift size by 30%+.

• Projector (5,000–10,000 lumens): Needed for any room with significant ambient light. Recommended: 1 main + 1 backup. Cost: $500–$1,500.
• Projection Screens: Needed for impact videos, sponsor logos, live giving thermometer. Recommended: 1 main 12×7 screen, 2 side 9×5 screens. Cost: $300–$900.
• TV Displays (55"–75"): Needed for silent auction tables, sponsor recognition, registration. Recommended: 4–8 displays. Cost: $150–$300 each.
• Switcher + Camera Operator: Needed if streaming or doing IMAG. Cost: $1,200–$2,500.

DJ / Music

The right music keeps energy high during cocktails and pushes guests onto the dance floor after the program.

• Turntables (Pioneer CDJs): Needed for professional DJ talent. Recommended: 2 CDJs + DJM mixer. Cost: $400–$700.
• DJ Controller: Needed for digital-only DJs. Recommended: 1 Pioneer DDJ-1000 or DDJ-FLX10. Cost: $150–$300.
• DJ Booth Façade: Needed for branded, photo-ready aesthetics. Recommended: 1 white scrim or LED façade. Cost: $200–$500.

Extras

The "wow" moments donors post about on Instagram — driving free awareness for next year's event.

• Photo Booth (open-air with backdrop): Needed for donor engagement and social sharing. Recommended: 1 booth with attendant. Cost: $800–$1,500.
• Fog/Haze Machine: Needed to make lighting beams visible. Recommended: 1 hazer. Cost: $100–$200.
• Confetti Cannons: Needed for goal-reached moment. Recommended: 4 cannons. Cost: $150–$300.

Rent It All from Event Rentals NYC

Event Rentals NYC delivers nationwide — including Honolulu — with full setup, on-site engineers, and the same gear we use for Madison Square Garden and Barclays Center. Get your free fundraiser quote today at eventrentalsnyc.com or call 646-280-9522.