The Ultimate Holiday Party AV Equipment Checklist — Richmond, VA

Brought to you by Event Rentals NYC, a KLAV Group company — 20+ years of AV production across 1,000+ events.

A Holiday Party lives or dies by its atmosphere. Whether you're hosting 75 guests in a Richmond ballroom or 300 at a corporate venue, the right AV gear transforms a room from a meeting space into a celebration. Use this checklist to plan smart, budget accurately, and avoid last-minute scrambles.

Sound

• Powered PA Speakers (12" or 15"): Book 3–4 weeks out. Quantity: 2 mains + 1–2 subs for crowds over 150. Rental: $85–$175 per speaker/day.
• Wireless Handheld Microphones: Reserve early — holiday demand spikes. Quantity: 2 (toasts, emcee, speeches). Rental: $45–$75 each/day.
• Lavalier or Headset Mic: For your host or CEO remarks. Quantity: 1. Rental: $55–$90/day.
• Stage Monitors: Required if you have live performers or a band. Quantity: 2. Rental: $65–$110 each/day.
• 12-Channel Mixer with Bluetooth: Central hub for mics, music, and speeches. Quantity: 1. Rental: $95–$200/day.

Lighting

• LED Uplights (Battery-Powered): The #1 upgrade for Holiday ambiance — warm whites, reds, blues. Quantity: 8–16 depending on room size. Rental: $25–$45 each/day.
• Dance Floor Wash / Moving Heads: Essential once the playlist shifts to dance. Quantity: 4 moving heads. Rental: $75–$150 each/day.
• Stage Wash Lighting: Needed if you have a presentation, band, or DJ riser. Quantity: 4 PAR cans. Rental: $30–$50 each/day.
• Ambient Pin-Spots (for centerpieces): Quantity: 1 per table. Rental: $15–$25 each/day.
• DMX Controller + Operator: Book alongside lighting package. Rental: $125–$300/day.

Video

• HD Projector (5,000+ Lumens): For slideshows, photo recaps, and holiday videos. Quantity: 1. Rental: $225–$450/day.
• Fast-Fold Screen (9x12 or 10x17): Quantity: 1. Rental: $175–$375/day.
• 55"–75" TV Displays: Ideal for sponsor logos, menus, or social walls. Quantity: 2–4. Rental: $225–$500 each/day.
• HDMI Switcher + Cable Kit: Prevents awkward "no signal" moments. Quantity: 1. Rental: $85–$150/day.

DJ / Music

• Professional DJ Controller (Pioneer DDJ or CDJ Setup): Book 2–3 weeks out. Quantity: 1. Rental: $200–$450/day.
• Turntables (Technics 1200s): For vinyl-preferred DJs. Quantity: 2 + battle mixer. Rental: $275–$500/set.
• DJ Booth / Facade with LED Front: Quantity: 1. Rental: $175–$350/day.
• DJ Headphones & Laptop Stand: Quantity: 1 each. Rental: $35–$65/day.

Extras

• Photo Booth (Open-Air with Props & Prints): Book 4 weeks out — books fastest during the holidays. Quantity: 1. Rental: $600–$1,200/event.
• Low-Lying Fog Machine: For dance floor drama without setting off smoke alarms. Quantity: 1. Rental: $175–$325/day.
• CO2 Confetti Cannons: For the countdown moment. Quantity: 2–4. Rental: $150–$250 each.
• Haze Machine: Makes beams visible from moving lights. Quantity: 1. Rental: $95–$175/day.

Book Your Holiday Party AV Package

Event Rentals NYC, a KLAV Group company, delivers Fortune 500-grade AV production to Richmond and the entire East Coast. We've produced events for Madison Square Garden, Barclays Center, Facebook, and Ogilvy — and we bring that same standard to every corporate holiday party.

Call 646-280-9522 or email ozzy@klavgroup.com today to lock in your Richmond Holiday Party package before the December rush.