The Ultimate Gala AV Equipment Checklist — Honolulu Edition
Brought to you by Event Rentals NYC, a KLAV Group company. With 1,000+ events produced for clients like Madison Square Garden, Hillsong NYC, Marriott, and the City of New York, we know exactly what a world-class gala demands — whether it's in Manhattan or Honolulu. Use this checklist to plan a flawless event.
1. Sound
Audio is the #1 thing guests notice. Get this wrong and the night is ruined. Get it right and no one comments — which is exactly what you want.
- Line Array PA System — When: load-in day, 6 hrs before doors. Quantity: 2 main hangs + 2 subwoofers per 300 guests. Cost: $1,200–$3,500.
- Wireless Handheld Microphones — When: ceremony, speeches, auction. Quantity: 4–6 (always have backups). Cost: $75–$150 each.
- Lavalier Mics — When: keynote speakers, emcee. Quantity: 2–4. Cost: $85–$175 each.
- Stage Monitors — When: live band or performers present. Quantity: 4 wedges. Cost: $100–$250 each.
- Digital Mixer (32-channel minimum) — When: throughout event. Quantity: 1 with engineer. Cost: $400–$900.
2. Lighting
Lighting transforms a ballroom into an experience. Honolulu venues with ocean views deserve cinematic treatment.
- LED Uplighting — When: ambient, all night. Quantity: 24–36 fixtures (one every 8 ft along walls). Cost: $35–$75 each.
- Dance Floor Wash & Movers — When: after dinner. Quantity: 8–12 moving heads. Cost: $125–$300 each.
- Stage Wash (Front & Back) — When: speeches, performances. Quantity: 6–8 PAR cans + 4 spots. Cost: $50–$150 each.
- Ambient Pin Spots — When: dinner service (highlights centerpieces). Quantity: 1 per table. Cost: $25–$50 each.
- Lighting Console + Operator — When: full event. Quantity: 1. Cost: $500–$1,200.
3. Video
Sponsors, donors, and award reels all need crisp visuals. Don't cheap out here.
- 10K+ Lumen Laser Projector — When: program segments, tribute videos. Quantity: 1–2 (dual screens for large rooms). Cost: $800–$2,500 each.
- Fast-Fold Projection Screens (12'–16') — When: stage flanking. Quantity: 2. Cost: $300–$700 each.
- 75"–98" LED TV Displays — When: cocktail hour, sponsor loops, lobby. Quantity: 4–6. Cost: $250–$600 each.
- Video Switcher + Camera Operator — When: live IMAG of speakers. Quantity: 1 switcher + 2 cameras. Cost: $1,200–$2,800.
4. DJ / Music
The dance floor closes the night. The right setup keeps guests until last call.
- Pioneer CDJ Turntables — When: DJ set, post-dinner. Quantity: 2 CDJ-3000s + DJM-A9 mixer. Cost: $400–$800.
- DJ Controller (Backup/Mobile) — When: cocktail hour. Quantity: 1. Cost: $150–$300.
- Custom LED DJ Booth Facade — When: visible all night. Quantity: 1. Cost: $400–$1,000.
- Headphones, Cables, Stands — When: throughout. Quantity: full kit. Cost: $100–$200.
5. Extras That Wow
- Open-Air Photo Booth + Attendant — When: cocktails through dinner. Quantity: 1. Cost: $800–$1,800.
- Low-Lying Fog Machine — When: first dance, big reveals. Quantity: 1–2. Cost: $200–$450.
- Confetti / CO2 Cannons — When: program finale. Quantity: 4–8 launchers. Cost: $75–$200 each.
- Cold Sparklers — When: grand entrance. Quantity: 4 units. Cost: $400–$800 total.
Book Your Honolulu Gala AV Package Today
Event Rentals NYC (a KLAV Group company) handles galas nationwide — including full-service production in Honolulu. One vendor. One invoice. One world-class result.
📞 Call: 646-280-9522 | ✉️ Email: ozzy@klavgroup.com | 🌐 Visit: klavgroup.com