AV Equipment Checklist for a Detroit Gala

By Event Rentals NYC — A KLAV Group Company

Planning a gala in Detroit means polished sound, cinematic lighting, and flawless visuals. With 20+ years producing events at Madison Square Garden, Barclays Center, and UBS Arena, our team built this checklist so your night runs smoothly from cocktail hour to last dance. Use it as your master rental guide.

1. Sound

Sound is the backbone of every gala. Speeches, live music, and the DJ all rely on it.

• PA System (line array or point-source): Needed from cocktail hour through the after-party. For 200–500 guests, plan 2 mains + 2 subs. Rental: $400–$1,200.
• Wireless Microphones: Needed for the MC, toasts, and award presentations. Quantity: 4–6 handhelds + 2 lavaliers. Rental: $75–$150 each.
• Stage Monitors: Needed if you have live performers or a band. Quantity: 2–4 wedges. Rental: $100–$200 each.
• Digital Mixer + Engineer: Needed for the entire event. A 24–32 channel board covers most galas. Rental: $500–$1,500 with tech.

2. Lighting

Lighting transforms a ballroom into a destination. Detroit venues like the Westin Book Cadillac or MGM Grand benefit from layered design.

• LED Uplighting: Needed during reception and dinner. Quantity: 20–40 fixtures around the room perimeter. Rental: $25–$45 each.
• Dance Floor Lighting: Needed once dinner ends. Plan 6–8 moving heads + 2 wash lights. Rental: $750–$2,000 package.
• Stage Wash & Spotlights: Needed for speeches and performances. Quantity: 4–6 PARs + 1–2 followspots. Rental: $400–$1,200.
• Ambient Pin Spots: Needed during dinner to highlight centerpieces. Quantity: 1 per table. Rental: $15–$25 each.

3. Video

Video keeps every guest engaged, even those at the back tables.

• Projector (10K–20K lumens): Needed for sponsor reels, donor recognition, and slideshows. Quantity: 1–2 units. Rental: $800–$2,500.
• Projection Screens: Needed alongside the projector. Quantity: 1 large (12'×16') or 2 side screens. Rental: $300–$900.
• TV Displays (55"–75"): Needed for cocktail hour signage and silent auction bids. Quantity: 4–8. Rental: $250–$500 each.
• Switcher + Video Tech: Needed for live program. Rental: $600–$1,500 with tech.

4. DJ & Music

The DJ booth sets the energy. Don't underbuy here.

• Professional Turntables (Pioneer PLX or Technics): Needed if a vinyl DJ is performing. Quantity: 2 + 1 mixer. Rental: $400–$700.
• DJ Controller (Pioneer DDJ or CDJ-3000s): Needed for most modern DJs. Quantity: 1 setup. Rental: $300–$800.
• Branded DJ Booth Façade: Needed for premium presentation. Rental: $250–$600.
• DJ Monitor: Needed at the booth. Quantity: 1–2. Rental: $100–$200 each.

5. Extras That Wow Guests

• Photo Booth (open-air, 360°, or mirror): Needed during cocktail hour and dancing. Rental: $800–$2,000.
• Low-Lying Fog Machine: Needed for the first dance or grand entrance. Rental: $250–$500.
• Confetti Cannons (CO2 or electric): Needed for the closing moment. Quantity: 2–4. Rental: $150–$400 each.

Rent Everything in One Call

Event Rentals NYC ships nationwide and travels to Detroit with our own crews — no surprises, no third-party freight delays. Whether your gala hosts 150 or 1,500 guests, our team handles delivery, setup, operation, and strike.

Call 646-280-9522 or visit klavgroup.com to lock in your Detroit gala rental package today.