Memorial Service AV Equipment Checklist — New York

By Event Rentals NYC, a KLAV Group company. Trusted by Madison Square Garden, Hillsong NYC, Christian Cultural Center Brooklyn, and Newark Symphony Hall.

A memorial service deserves clear sound, soft lighting, and reliable video so families can speak, listen, and remember without distraction. Use this checklist to plan a respectful, professionally produced service for 50 to 300 guests.

Sound Equipment

• PA System (Line Array or Powered Speakers): Needed for any room over 30 guests so eulogies and music are heard clearly. Recommended: 2 powered speakers on stands for up to 150 guests, 4 for up to 300. Rental: $150–$450/day.
• Wireless Handheld Microphones: Needed for the officiant, family speakers, and open-mic tributes. Recommended: 2 to 4 wireless handhelds. Rental: $50–$100 per mic/day.
• Lavalier Microphone: Needed if a clergy member or host moves around the room. Recommended: 1 lav mic. Rental: $50–$80/day.
• Stage Monitor: Needed when a soloist, choir, or musician performs. Recommended: 1 to 2 floor monitors. Rental: $75–$150 each/day.
• Digital Mixer with Operator: Needed for any service with 3 or more mic sources. Recommended: 12 to 16 channel mixer with onsite engineer. Rental: $250–$600/day with tech.

Lighting

• Ambient Uplighting: Needed to set a warm, peaceful tone in the room. Recommended: 8 to 16 LED uplights in soft amber, white, or lavender. Rental: $25–$45 per fixture/day.
• Stage Lighting (Soft Wash): Needed to gently light speakers and the photo display. Recommended: 2 to 4 LED par cans on T-bar stands. Rental: $40–$75 each/day.
• Ambient Pin Spots: Needed to highlight floral arrangements, urns, or a portrait. Recommended: 2 to 4 battery-powered pin spots. Rental: $30–$60 each/day.
• Dance Floor Lighting: Skip for traditional services. Recommended only for celebration-of-life receptions. Rental: $150–$300 package.

Video

• Projector and Screen: Needed for slideshow tributes, hymn lyrics, or video montages. Recommended: 1 projector (5,000+ lumens) with 9 ft tripod screen. Rental: $250–$500/day.
• TV Displays: Needed for smaller venues or secondary viewing areas. Recommended: 1 to 2 65 inch displays on stands. Rental: $200–$350 each/day.
• Video Switcher and Laptop: Needed when mixing slideshow with live camera or remote video. Recommended: 1 ATEM Mini package. Rental: $150–$300/day.
• Live Stream Package: Needed for out-of-town family. Recommended: 1 camera, encoder, and tech. Rental: $750–$1,500/day.

DJ and Music

• DJ Controller and Booth: Needed for hymns, processional, recessional, and reception music. Recommended: 1 Pioneer DDJ controller with facade and laptop stand. Rental: $250–$450/day.
• Background Music Package: Needed for arrival, viewing, and departure. Recommended: small powered speaker plus playlist. Rental: $150–$250/day.
• Turntables (Optional): Only for celebration-of-life events with a DJ tribute. Rental: $200–$400/day.

Extras

• Photo Booth: Beautiful for celebration-of-life receptions to capture memories. Recommended: 1 open-air booth with prints. Rental: $600–$1,200.
• Fog Machine and Confetti: Not appropriate for traditional memorial services. Skip.
• Power Distribution and Cable Ramps: Always required for safety. Rental: $100–$300/day.

Book Your Memorial Service With Event Rentals NYC

Event Rentals NYC, a KLAV Group company, has produced over 1,000 events across New York. Our team handles delivery, setup, on-site engineering, and strike with quiet professionalism. Call 646-280-9522 or email ozzy@klavgroup.com for a same-day quote. We honor every family with the dignity they deserve.