The Ultimate AV Equipment Checklist for a Fundraiser in Seattle

Brought to you by Event Rentals NYC, a KLAV Group company — trusted by Madison Square Garden, Barclays Center, UBS Arena, Facebook, and Ogilvy. Whether you're hosting a 100-guest gala or a 500-guest benefit at a Seattle hotel ballroom, this checklist covers every piece of AV gear you'll need to deliver a flawless donor experience.

1. Sound

Crystal-clear audio is non-negotiable. Donors must hear every word of your appeal speech, auction call, and live performances.

• PA Speakers (Line Array or Powered Tops + Subs) — Needed for the entire event. Quantity: 2–4 tops + 2 subs for 200–400 guests. Rental: $400–$1,200.
• Wireless Handheld Microphones — Needed for emcee, auctioneer, and speakers. Quantity: 4–6 units. Rental: $75–$125 each.
• Wireless Lavalier Microphones — Needed for keynote speakers and panel guests. Quantity: 2–4 units. Rental: $85–$150 each.
• Stage Monitors — Needed if you have live music or a band. Quantity: 2–4 wedges. Rental: $100–$200 each.
• Digital Mixer (Yamaha QL or Allen & Heath SQ) — Needed throughout. Quantity: 1 with engineer. Rental: $400–$900.

2. Lighting

Lighting transforms a hotel ballroom into a premium donor experience and signals "this cause is worth giving to."

• LED Uplighting (Wireless Battery) — Needed to color-wash walls and pillars. Quantity: 16–24 fixtures. Rental: $35–$65 each.
• Dance Floor Lighting (Moving Heads + Wash) — Needed for after-program entertainment. Quantity: 4–8 fixtures. Rental: $150–$300 each.
• Stage Wash & Front Lighting — Needed for speaker visibility and broadcast-quality video. Quantity: 4–6 LED pars. Rental: $75–$150 each.
• Ambient Pin-Spot Lighting — Needed for centerpieces and auction items. Quantity: 1 per table. Rental: $25–$45 each.

3. Video

Donor visuals drive emotional giving. High-impact video presentation can lift fundraising totals by 20–40%.

• HD Projector (10,000+ lumens) — Needed for impact reels and donor recognition. Quantity: 1–2 units. Rental: $600–$1,800.
• Fast-Fold Projection Screen (12'–20') — Needed for the main stage. Quantity: 1–2 screens. Rental: $400–$1,000.
• 55"–75" TV Displays — Needed for sponsor logos, donation totals, and silent auction. Quantity: 4–8 units. Rental: $250–$500 each.
• Video Switcher & Playback Laptop — Needed throughout the program. Quantity: 1 with operator. Rental: $400–$800.

4. DJ & Music

Music sets the energy curve — cocktails, dinner, appeal, and dance.

• Pioneer DJ Controller (DDJ-FLX10 or CDJ-3000s + DJM Mixer) — Needed for cocktails through after-party. Quantity: 1 setup. Rental: $300–$700.
• Turntables (Technics 1200s) — Optional for vinyl-loving DJs. Quantity: 2 + mixer. Rental: $250–$450.
• DJ Booth Façade with LED Front — Needed for branded donor visibility. Quantity: 1. Rental: $200–$500.

5. Extras

• Photo Booth (360° or Open-Air with Branded Backdrop) — Needed during cocktails. Quantity: 1. Rental: $800–$1,800.
• Low-Lying Fog Machine — Needed for special moments and dance entrance. Quantity: 1–2. Rental: $150–$300 each.
• Confetti Cannons (CO2 or Electric) — Needed for goal-hit celebration. Quantity: 2–4. Rental: $100–$250 each.

Ready to Book Your Seattle Fundraiser?

Event Rentals NYC (a KLAV Group company) ships nationwide and provides full on-site production crews. Call 646-280-9522 or email ozzy@klavgroup.com for a free fundraiser AV proposal within 24 hours.