AV Equipment Checklist for a Fundraiser in Mesa

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A fundraiser lives or dies by the room's energy. Crisp audio for the keynote, warm lighting during the auction, clean video for donor reels — every element drives engagement and giving. Use this checklist to plan a Mesa fundraiser that hits its goal.

Sound

Critical for speeches, live auctions, and entertainment. Skimp here and donor pledges drop.

• PA Speakers (mains + subs): Need it from load-in to last call. Quantity: 2 mains + 2 subs for 150–300 guests; double for 500+. Cost: $400–$1,200/day.
• Wireless Handheld Mics: Required for emcee, auctioneer, and honorees. Quantity: 4 minimum. Cost: $75–$150 each/day.
• Lavalier Mics: For panel speakers or video interviews. Quantity: 2. Cost: $85–$150 each/day.
• Stage Monitors: So speakers and performers hear themselves. Quantity: 2 wedges. Cost: $100–$200 each/day.
• Digital Mixer (16–24 channel): Run by a tech onsite. Quantity: 1. Cost: $250–$600/day.

Lighting

Lighting controls mood — soft during dinner, vibrant during dancing, focused during the ask.

• LED Uplighting: Wash walls and pillars in your brand color. Quantity: 12–20 fixtures. Cost: $25–$45 each/day.
• Dance Floor Lighting (movers + wash): After the program ends. Quantity: 4–6 fixtures. Cost: $75–$150 each/day.
• Stage Wash + Front Light: So speakers look sharp on camera. Quantity: 4 fixtures + 1 truss. Cost: $400–$900/day.
• Ambient/Pinspot Lighting: Highlight centerpieces and auction items. Quantity: 1 per table. Cost: $20–$35 each/day.

Video

Video drives emotion — donor stories and impact reels are your highest-converting assets.

• HD Projector (10K lumens+): For the main stage. Quantity: 1–2. Cost: $400–$1,500/day.
• Projection Screens (12–16 ft): Visible from every seat. Quantity: 1–2. Cost: $200–$600/day.
• 55"–75" TV Displays: Sponsor logos, live donation totals, silent auction. Quantity: 4–8. Cost: $150–$300 each/day.
• Video Switcher + Laptop: Run slides, video, and live cameras. Quantity: 1. Cost: $300–$700/day.

DJ / Music

Cocktail hour, dinner ambience, after-party — music shapes every transition.

• DJ Controller (Pioneer DDJ or CDJs + mixer): Industry standard. Quantity: 1 setup. Cost: $250–$500/day.
• Turntables (vinyl): Optional for premium feel. Quantity: 2 + mixer. Cost: $400–$700/day.
• DJ Booth Facade (LED or white): Polished look on photos. Quantity: 1. Cost: $200–$400/day.

Extras

The details guests post about — and remember.

• Photo Booth (open-air, branded backdrop): Sponsor activation gold. Quantity: 1. Cost: $600–$1,200/day.
• Low-Lying Fog Machine: First dance or grand reveal. Quantity: 1. Cost: $150–$300/day.
• Confetti Cannons (CO2): Goal-reached moment. Quantity: 2–4. Cost: $75–$150 each.

Rent the Full Setup From Event Rentals NYC

One vendor. One invoice. One on-site tech crew. Event Rentals NYC delivers Fortune 500–grade AV to Mesa fundraisers — equipment, setup, operation, and strike, all handled.

Request your Mesa fundraiser quote at klavgroup.com or call 646-280-9522. Mention this checklist for priority scheduling.