The Complete AV Equipment Checklist for a Memorial Service in Washington DC

Planning the audio, video, and lighting for a memorial service is different than any other event. The room must feel reverent, every word from the podium must be heard clearly, and the technology must disappear into the background. This checklist from Event Rentals NYC, a KLAV Group company, walks you through every piece of equipment you need so the focus stays on honoring your loved one.

Sound Equipment

Sound is the most important category for a memorial. Eulogies, prayers, and tributes must reach every guest without distortion.

• PA Speakers — Needed for any room over 30 guests. Quantity: 2 powered speakers for up to 150 guests, 4 for 150–400. Cost: $150–$450/day.
• Wireless Handheld Microphones — Needed for the officiant and family speakers. Quantity: 2–3 mics. Cost: $60–$120 per mic/day.
• Wireless Lavalier Microphone — Needed for the clergy or main host. Quantity: 1. Cost: $75/day.
• Stage Monitor — Needed if the speaker stands more than 8 feet from the PA. Quantity: 1 floor wedge. Cost: $85/day.
• 12-Channel Mixer — Needed to balance music, mics, and tribute video audio. Quantity: 1. Cost: $125/day.

Lighting Equipment

Memorial lighting should be soft, warm, and dignified — never harsh or theatrical.

• LED Uplights — Needed to wash walls in soft amber or white. Quantity: 8–12 units for a 2,500 sq ft room. Cost: $25 per unit/day.
• Stage Wash Lighting — Needed if there is a podium or display table. Quantity: 2 fixtures. Cost: $90/day.
• Ambient Pin-Spots — Needed to highlight memorial photos, urns, or floral arrangements. Quantity: 4–6. Cost: $30 per spot/day.
• Dance Floor Lighting — Skip for a traditional memorial. Add only if hosting a celebration of life reception. Cost: $150–$300/day.

Video Equipment

Most memorials include a tribute slideshow or video montage. Plan for clear visibility from every seat.

• HD Projector (5,000+ lumens) — Needed for tribute slideshows in larger rooms. Quantity: 1. Cost: $275/day.
• Projection Screen (10 ft) — Needed alongside the projector. Quantity: 1. Cost: $175/day.
• 55–75 inch TV Displays on Stands — Needed for smaller rooms or as secondary displays. Quantity: 1–2. Cost: $200–$350 per display/day.
• Laptop and HDMI Switcher — Needed to run slideshow and tribute videos seamlessly. Quantity: 1. Cost: $125/day.

DJ and Music

Music sets the emotional tone. Most memorials need playback rather than a full DJ rig.

• DJ Controller with Laptop — Needed for processional and reception music transitions. Quantity: 1. Cost: $200/day.
• DJ Booth Façade — Needed for a clean visual at the reception. Quantity: 1. Cost: $150/day.
• Turntables — Optional, only if a family member is a DJ. Cost: $250/day.
• Background Music Playback System — Needed throughout the service. Built into the PA package above.

Extras

Some families add personal touches at the reception following the service.

• Photo Booth with Memorial Backdrop — Needed for guest tributes and photos. Quantity: 1. Cost: $650/day.
• Low-Lying Fog Machine — Optional for processional moments only. Cost: $125/day.
• Confetti Cannons — Generally not appropriate for memorials. Skip.
• Memorial Sign-In Tablet — Needed for digital guest book. Cost: $75/day.

Rent from Event Rentals NYC

Event Rentals NYC, a KLAV Group company, has produced over 1,000 events for clients including Madison Square Garden, Hillsong NYC, and Marriott Hotels. We deliver, set up, and tear down — so your family does not have to lift a finger. Call us today to reserve your equipment for a memorial service in Washington DC.

Visit eventrentalsnyc.com or call 646-280-9522 to book.