The Ultimate AV Equipment Checklist for Your Oklahoma City Gala

Planning a gala in Oklahoma City takes more than great food and a beautiful venue. The right AV equipment turns an ordinary evening into an unforgettable experience. At Event Rentals NYC, a KLAV Group company with 1,000+ events produced for clients like Madison Square Garden, Marriott, and Facebook, we know exactly what a 200-500 guest gala needs. Use this checklist to plan smart and rent right.

Sound Equipment

Crisp, clean audio is non-negotiable. Guests must hear every speech, toast, and song without distortion.

• PA Speakers (Line Array or Powered Tops): Needed throughout the entire event for music and announcements. Quantity: 4-6 tops with 2-4 subs for 300+ guests. Rental: $400-$1,200.
• Wireless Microphones: Needed for emcee, speakers, and toasts. Quantity: 4 handheld + 2 lavalier. Rental: $150-$400.
• Stage Monitors: Needed during live performances and keynote speeches. Quantity: 2-4 wedges. Rental: $100-$300.
• Digital Mixer (32-channel): Needed for the entire program to balance mics, music, and live acts. Quantity: 1. Rental: $250-$600.

Lighting

Lighting sets the mood from cocktail hour through the after-party.

• LED Uplighting: Needed pre-event load-in for ballroom walls and pillars. Quantity: 24-40 fixtures. Rental: $20-$40 each.
• Dance Floor Lighting (Moving Heads + Wash): Needed once dancing opens. Quantity: 4-8 moving heads + 4 wash lights. Rental: $400-$1,000.
• Stage Wash & Spotlights: Needed for award presentations, performances, head table. Quantity: 6-8 fixtures + 1 follow spot. Rental: $300-$800.
• Ambient Pin-Spots & Pinspotting: Needed for centerpieces during dinner. Quantity: 1 per table. Rental: $15-$25 each.

Video

Sponsor logos, donor walls, and live IMAG keep large rooms engaged.

• HD Projector (10K+ lumens): Needed for ballroom screens, sponsor reels, video tributes. Quantity: 1-2. Rental: $500-$1,500.
• Fast-Fold Screens (12-16 ft): Needed flanking the stage. Quantity: 2. Rental: $300-$700.
• 55"-75" TV Displays: Needed at registration, sponsor activations, silent auction tables. Quantity: 4-8. Rental: $150-$400 each.
• Video Switcher + Confidence Monitor: Needed for the program portion. Quantity: 1 of each. Rental: $400-$900.

DJ & Music

The right DJ rig keeps energy high from cocktails to last call.

• Pioneer CDJ-3000 Turntables: Needed if hiring a professional DJ. Quantity: 2. Rental: $300-$500.
• DJ Controller (DDJ-FLX10 or equivalent): Needed as primary or backup. Quantity: 1. Rental: $150-$300.
• Lit DJ Facade/Booth: Needed for branding and visual polish. Quantity: 1. Rental: $200-$500.
• DJM-A9 Mixer: Needed for any DJ-led set. Quantity: 1. Rental: $200-$400.

Extras That Wow

These elevate a gala from "nice" to "talked about for years."

• Photo Booth (360 or Mirror): Needed during cocktails through dancing. Quantity: 1. Rental: $800-$2,000.
• Low-Lying Fog Machine: Needed for grand entrances and first dance. Quantity: 1-2. Rental: $200-$500.
• Confetti Cannons (CO2-powered): Needed for finale moment. Quantity: 4-8. Rental: $150-$400.
• Cold Sparklers: Needed for entrance reveals or cake cuts. Quantity: 2-4 units. Rental: $400-$900.

Rent It All In One Call

Don't piece your gala together from five different vendors. Event Rentals NYC ships nationwide — including Oklahoma City — with full delivery, setup, on-site engineers, and strike. Backed by KLAV Group's 20+ years producing for Madison Square Garden, Barclays Center, and UBS Arena, your event is in expert hands.

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