AV Equipment Checklist for Graduation Events
San Diego Graduation Celebration Planning Guide | Event Rentals NYC (KLAV Group)
Sound System
PA System (Main Speakers)
When Needed: Setup 2-3 hours before event; essential for outdoor ceremonies and receptions
Recommended Quantity: 1-2 main speakers for small to medium events (up to 200 guests); 4+ for large outdoor celebrations
Rental Cost Range: $300-$1,200+ depending on speaker quality and wattage
Microphones
When Needed: For speeches, presentations, and announcements throughout the event
Recommended Quantity: 2-3 wireless handheld mics + 1 lectern mic for ceremony
Rental Cost Range: $50-$150 per microphone; $200-$500 for complete setup
Monitor Speakers
When Needed: Essential for outdoor venues or large indoor spaces where sound delay is an issue
Recommended Quantity: 2-4 floor monitors for stage area
Rental Cost Range: $150-$400 per monitor
Mixer/Amplifier
When Needed: Setup during technical rehearsal
Recommended Quantity: 1 professional-grade mixer
Rental Cost Range: $200-$600
Lighting
Uplighting
When Needed: Evening events and receptions; setup 1-2 hours before sunset
Recommended Quantity: 8-12 LED uplights for ambient atmosphere
Rental Cost Range: $30-$75 per light; $250-$800 for complete package
Dance Floor Lighting
When Needed: Evening receptions with dancing
Recommended Quantity: LED dance floor or stage lights (1-2 units)
Rental Cost Range: $400-$1,000+
Stage Lighting
When Needed: Ceremony and reception; highlights speakers and performers
Recommended Quantity: 2-4 spotlights and wash lights
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