AV Equipment Checklist for a Back Bay Boston Graduation

Planning a graduation celebration in Back Bay? Whether you're booking the Boston Public Library courtyard, a Newbury Street rooftop, or a private suite at the Fairmont Copley Plaza, the right AV setup turns a ceremony into an unforgettable milestone. Event Rentals NYC, a KLAV Group company, has produced over 1,000 events for clients including Madison Square Garden, Hillsong NYC, and Marriott. Use this checklist to plan a flawless graduation.

Sound

Sound is the backbone of every graduation. Names must be heard clearly, speeches must land, and the after-party must move the room.

• PA System (2x powered speakers + subwoofer) — Needed for ceremony and reception. Quantity: 1 system for up to 200 guests, 2 systems for 200–400. Cost: $350–$900/day.
• Wireless Handheld Microphones — Needed for the principal, valedictorian, and guest speakers. Quantity: 2–4. Cost: $75–$150 per mic/day.
• Lavalier Mic — Needed for the keynote or family speaker who prefers hands-free. Quantity: 1–2. Cost: $85/day.
• Stage Monitors — Needed if there's live music or a featured speaker. Quantity: 2. Cost: $125 each/day.
• 12-Channel Mixer — Needed to balance mics, music, and playback. Quantity: 1. Cost: $150–$300/day.

Lighting

Back Bay venues often have neutral architecture — lighting is what gives the night its identity in your school colors.

• LED Uplighting — Needed for ambiance against walls and columns. Quantity: 12–20 fixtures for a ballroom. Cost: $35–$50 per fixture.
• Dance Floor Wash + Moving Heads — Needed for the after-party. Quantity: 4–6 moving heads. Cost: $125 each/day.
• Stage Wash Lighting — Needed for the diploma walk and speeches. Quantity: 4 PAR cans. Cost: $40 each/day.
• Custom Gobo with School Logo — Needed to project the school crest on the wall or floor. Quantity: 1–2. Cost: $175–$300 including custom gobo.

Video

Photo slideshows and live video make graduates feel celebrated.

• 10,000-Lumen Projector — Needed for daytime ceremonies and slideshow tributes. Quantity: 1. Cost: $450–$750/day.
• 12ft Front-Projection Screen — Needed when the venue has no built-in display. Quantity: 1–2. Cost: $250–$400/day.
• 65" 4K TV Displays on Stands — Needed for cocktail hour reels and sponsor logos. Quantity: 2–4. Cost: $200 each/day.
• HD Camera + Live Switcher — Needed to project the diploma walk live. Quantity: 1. Cost: $600/day with operator.

DJ and Music

Graduations need a DJ who can handle a respectful processional and a dance floor that hits at 10pm.

• Pioneer DJ Controller (DDJ-FLX10 or CDJ-3000 pair) — Needed for the entire reception. Quantity: 1 setup. Cost: $300–$550/day.
• DJ Booth Façade with LED Front — Needed for a polished look. Quantity: 1. Cost: $200/day.
• Turntables (optional vinyl set) — Needed if a featured DJ requests them. Quantity: 2. Cost: $250 pair/day.

Extras

These are the moments graduates post about for years.

• Photo Booth with Custom Backdrop — Needed for cocktail hour through reception. Quantity: 1. Cost: $700–$1,200 with attendant.
• Low-Lying Fog Machine — Needed for the first dance or grand entrance. Quantity: 1. Cost: $150/day.
• Confetti Cannons — Needed for the cap toss and final song. Quantity: 4–6. Cost: $50 each.

Book Your Back Bay Graduation Today

Event Rentals NYC delivers and installs anywhere in Boston, including Back Bay, Beacon Hill, and the Seaport. One vendor, one invoice, one production team — backed by 20+ years of AV experience. Call 646-280-9522 or visit eventrentals.nyc to lock in your graduation date.