The Ultimate Gala AV Equipment Checklist — Mesa, AZ

Brought to you by Event Rentals NYC, a KLAV Group company. 20+ years producing world-class events for Madison Square Garden, Barclays Center, Hillsong NYC, Facebook, Maserati, and more.

Planning a Gala in Mesa? A flawless evening starts with the right AV gear. Use this checklist to make sure nothing slips through the cracks — from cocktail hour to the closing toast.

1. Sound

You need this the moment guests walk in. Music sets the mood, and clean audio for speeches is non-negotiable.

• PA System (line array or powered speakers) — Needed: From doors-open through closing. Quantity: 2 mains + 2 subs for 200–400 guests, scale up for 500+. Rental: $400–$1,200/day.
• Wireless Microphones (handheld + lavalier) — Needed: Speeches, emcee, awards. Quantity: 4 handhelds + 2 lavaliers. Rental: $75–$150 per mic/day.
• Stage Monitors — Needed: Live band, emcee, performers. Quantity: 2–4 wedges. Rental: $100–$200 each/day.
• Digital Mixer (Yamaha QL5, Allen & Heath SQ-6) — Needed: Entire event. Quantity: 1 with experienced engineer. Rental: $350–$800/day plus engineer.

2. Lighting

Lighting transforms a venue from ordinary to unforgettable. Load-in 4–6 hours before doors.

• LED Uplighting (wireless) — Needed: Cocktail hour through closing. Quantity: 16–24 fixtures. Rental: $25–$45 per fixture/day.
• Dance Floor Lighting (moving heads, wash, beam) — Needed: After dinner. Quantity: 4–8 movers + 4 washes. Rental: $125–$250 each/day.
• Stage Lighting (front wash + key) — Needed: Speeches, performances. Quantity: 6–8 PARs + 2 ellipsoidals. Rental: $40–$90 each/day.
• Ambient/Pin-Spot Lighting — Needed: Dinner. Quantity: 1 pin spot per centerpiece (15–30). Rental: $15–$30 each/day.

3. Video

Critical for sponsor logos, slideshows, live IMAG, and award presentations.

• Projector (10K–20K lumens) — Needed: Program portion. Quantity: 1–2 depending on room. Rental: $600–$1,800/day.
• Projection Screens (12'–16' wide) — Needed: Program portion. Quantity: 1–2 fast-fold screens with dress kit. Rental: $300–$700 each/day.
• TV Displays (55"–75") — Needed: Sponsor loops, registration, lounges. Quantity: 4–8 on stands. Rental: $200–$500 each/day.
• Switcher + Confidence Monitor — Needed: Live program. Quantity: 1 ATEM or Roland switcher. Rental: $200–$500/day.

4. DJ & Music

Even with a band, a DJ keeps energy alive between sets.

• DJ Controller (Pioneer DDJ-1000 or CDJ-3000s + DJM mixer) — Needed: Cocktail through closing. Quantity: 1 setup. Rental: $200–$600/day.
• Turntables (Technics 1200s) — Needed: If hiring an open-format DJ. Quantity: 2. Rental: $150 each/day.
• DJ Booth Facade with LED Front — Needed: Visual branding. Quantity: 1. Rental: $250–$500/day.
• Backup Laptop + Cables — Always. Quantity: 1 redundant kit. Rental: included in DJ package.

5. Extras That Wow

• 360 Photo Booth — Needed: Cocktail hour + post-dinner. Quantity: 1 with attendant. Rental: $800–$1,500.
• Low-Lying Fog Machine (dry ice or Le Maitre) — Needed: First dance, grand entrance. Quantity: 1–2. Rental: $400–$700.
• Confetti Cannons / CO2 Jets — Needed: Climax moments. Quantity: 4–6 jets or 2 stage cannons. Rental: $150–$400 each.
• Cold Sparklers (indoor-safe) — Needed: Grand entrance, cake cutting. Quantity: 4 units. Rental: $500–$900 set.

Ready to Lock It In?

Event Rentals NYC — a KLAV Group company — delivers Fortune 500 production quality nationwide, including Mesa and the greater Phoenix area. We've produced 1,000+ events for the most demanding clients in the world.

Rent your full Gala AV package today. Bundle and save up to 25%. Free site survey, certified engineers on-site, and 24/7 show support included.

Visit eventrentalsnyc.com or call 646-280-9522 to reserve your equipment.