AV Equipment Checklist for Fundraisers in Salt Lake City

Brought to you by Event Rentals NYC — a KLAV Group company. A great fundraiser sounds clear, looks polished, and keeps donors engaged from check-in to closing pitch. Use this checklist to spec the right gear, in the right quantity, at the right budget for your Salt Lake City event.

Sound

Sound is non-negotiable — if guests can't hear the speeches and auction calls, donations drop.

• PA Speakers (full-range powered): Needed for the main room from doors-open through program. Quantity: 2 mains plus 1 sub for 150–300 guests; add a second sub for 300+. Cost: $150–$400 per speaker per day.
• Wireless Microphones: Needed for emcee, auctioneer, honoree, and Q&A. Quantity: 2 handhelds plus 1 lavalier minimum, 4–6 total for panel-style fundraisers. Cost: $75–$150 per mic per day.
• Stage Monitors: Needed when speakers, performers, or a live band are on stage. Quantity: 2 wedges for a podium program, 4 for a band. Cost: $75–$150 each per day.
• Digital Mixer: Needed throughout the event for clean level control. Quantity: 1 (16-channel for speeches, 24–32 channel with band). Cost: $200–$500 per day.

Lighting

Lighting sets the emotional tone — warm for cocktails, energetic for the after-party.

• LED Uplighting: Needed during cocktail hour and dinner to brand the room. Quantity: 12–20 fixtures for a typical ballroom. Cost: $25–$50 per fixture per day.
• Dance Floor Lighting: Needed once the program ends. Quantity: 4 moving heads plus 2 wash lights. Cost: $75–$200 per fixture per day.
• Stage Wash: Needed for the program portion so cameras and guests see speakers clearly. Quantity: 4–6 LED PARs on truss. Cost: $40–$80 per fixture per day.
• Ambient/Pin Spots: Needed on auction items and centerpieces. Quantity: 1 pin spot per table or display. Cost: $20–$40 each per day.

Video

Video drives storytelling — donor reels, sponsor logos, live auction totals.

• Projector (10K+ lumens): Needed for the main program in dim ballrooms. Quantity: 1 primary, 2 for very wide rooms. Cost: $400–$900 per day.
• Projection Screen (12'–16' fast-fold): Needed alongside the projector. Quantity: 1–2. Cost: $250–$600 each per day.
• TV Displays (55"–75"): Needed at registration, sponsor walls, and silent auction tables. Quantity: 4–8. Cost: $150–$350 each per day.

DJ & Music

Music carries energy through cocktails, dinner, and dancing.

• DJ Controller (Pioneer DDJ or CDJs): Needed cocktails through end-of-night. Quantity: 1 setup. Cost: $250–$500 per day.
• Turntables (optional, for premium events): Needed if you want a true open-format DJ. Quantity: 2 + mixer. Cost: $400–$700 per setup.
• DJ Booth Façade with Lighting: Needed for a clean, branded look. Quantity: 1. Cost: $200–$400 per day.

Extras

The extras are what guests post on social media — and what gets you the next sponsor.

• Photo Booth (open-air with backdrop): Needed during cocktails and reception. Quantity: 1 per 250 guests. Cost: $600–$1,200 per event.
• Low-Lying Fog Machine: Needed for first dance, paddle raise reveal, or honoree entrance. Quantity: 1–2. Cost: $150–$300 each.
• Confetti Cannons: Needed for the goal-reached moment or final reveal. Quantity: 4–6. Cost: $50–$100 each.

Rent It All From Event Rentals NYC

Event Rentals NYC ships nationwide and crews fundraisers across Salt Lake City and the Mountain West. Bundle sound, lighting, video, DJ, and extras with one trusted partner — backed by 20+ years and 1,000+ events from MSG to UBS Arena.

Get your custom Salt Lake City fundraiser quote today at eventrentalsnyc.com or call 646-280-9522.