AV Equipment Checklist for a Memorial Service in Manhattan

Presented by Event Rentals NYC — A KLAV Group Company

Planning a memorial service in Manhattan requires equipment that supports clear communication, dignified ambiance, and seamless tribute playback. Below is a practical checklist organized by category, with timing, quantities, and rental cost ranges to help you prepare.

Sound

Sound is the most critical element — every word of eulogy, prayer, and tribute must be heard clearly.

• PA System (Line Array or Powered Speakers) — Needed for the full service. Recommended: 2 main speakers + 1 subwoofer for rooms up to 200 guests. Rental: $250–$600
• Wireless Handheld Microphones — Needed throughout the service for speakers and clergy. Recommended: 2–3 units. Rental: $75–$125 per mic
• Lavalier/Lapel Microphones — Ideal for officiants or family members delivering long remarks. Recommended: 1–2 units. Rental: $85–$150 per mic
• Stage Monitors — Needed if live musicians or vocalists perform. Recommended: 1–2 wedges. Rental: $100–$175 each
• Audio Mixer (8–16 channel) — Needed to balance mics, music, and video audio. Recommended: 1 digital mixer with on-site tech. Rental: $175–$400 (tech extra)

Lighting

Lighting for a memorial should be soft, warm, and respectful — never harsh.

• Uplighting (LED Wash) — Needed for room ambiance in warm amber, soft white, or the loved one's favorite color. Recommended: 8–12 units. Rental: $35–$55 per unit
• Stage/Podium Lighting — Needed to illuminate speakers and tribute displays. Recommended: 2 soft front-wash fixtures. Rental: $100–$175 per pair
• Ambient Pin-Spots — Needed to highlight floral arrangements, urns, or memorial tables. Recommended: 4–6 pin-spots. Rental: $25–$45 each
• Dance Floor Lighting — Generally omitted for memorials; if a celebration-of-life reception follows, subtle wash only. Rental: $150–$300

Video

Video honors the life and legacy of the departed through photo slideshows and tribute reels.

• Projector (5,000+ lumens) — Needed for tribute slideshows and video reels. Recommended: 1 projector for rooms up to 150 guests. Rental: $275–$500
• Projection Screen (10–12 ft) — Needed with every projector setup. Recommended: 1 tripod or fast-fold screen. Rental: $125–$250
• TV Displays (55"–75") — Needed for cocktail or reception areas to loop photo tributes. Recommended: 2–3 displays on stands. Rental: $200–$400 per unit
• Media Playback Laptop — Needed to run the slideshow. Recommended: 1 laptop with HDMI and backup drive. Rental: $125–$200

DJ / Music

Music should be curated, reverent, and unobtrusive. A DJ is typically not required, but a controlled music source is.

• DJ Controller + Laptop — Needed if a DJ is playing curated tracks for the reception. Recommended: 1 controller (Pioneer DDJ or similar). Rental: $200–$350
• DJ Booth or Facade — Needed to conceal cables and present a clean look. Recommended: 1 white or black booth. Rental: $150–$275
• Turntables — Rarely used at memorials; omit unless specifically requested.

Extras

Most traditional "party extras" are skipped for memorials, but a few serve meaningful purposes.

• Photo Booth (Memory Station) — Optional for celebration-of-life receptions where guests share memories on-camera. Rental: $600–$1,200
• Fog Machine / Confetti — Not recommended for memorial services.
• Easels + Memorial Photo Frames — Needed for portrait displays near the entrance. Recommended: 2–4 easels. Rental: $25–$40 each

Book With Event Rentals NYC

Event Rentals NYC, a KLAV Group company, has produced memorial services and tributes across Manhattan with the same professionalism we bring to Madison Square Garden, Barclays Center, and Hillsong NYC. Every package includes delivery, setup, on-site technical support, and discreet breakdown.

Call 646-280-9522 or email ozzy@klavgroup.com to reserve your equipment today.