AV Equipment Checklist for a Networking Event in Baltimore

Brought to you by Event Rentals NYC — a KLAV Group company. Trusted by Madison Square Garden, Barclays Center, Facebook, Ogilvy, and 1,000+ events nationwide.

Networking events live or die by audio clarity, smart lighting, and a smooth flow between speakers, mingling, and entertainment. Use this practical checklist to plan your Baltimore networking event the right way.

Sound

• PA Speakers (powered, 12"-15"): Needed for any room over 30 guests so welcome remarks, sponsors, and announcements cut through ambient noise. Recommended quantity: 2 mains + 1 sub for 75-150 guests. Rental: $150-$350.
• Wireless Handheld Microphones: Needed for the host, sponsor shoutouts, and any panelists or quick pitches. Recommended quantity: 2 (one live, one backup). Rental: $75-$150 per mic.
• Lavalier (Lapel) Microphone: Needed if a keynote or moderator needs hands-free audio. Recommended quantity: 1-2. Rental: $85-$175 per mic.
• Stage Monitor: Needed so speakers can hear themselves clearly over the room. Recommended quantity: 1 wedge monitor. Rental: $100-$200.
• Audio Mixer (8-12 channel): Needed to control mics, DJ, and laptop audio. Recommended quantity: 1 with a dedicated tech. Rental: $150-$300 (add $400-$600 for engineer).

Lighting

• LED Uplighting: Needed to brand the room in your company colors and elevate the venue instantly. Recommended quantity: 8-16 wireless uplights. Rental: $25-$45 per fixture.
• Dance Floor / Wash Lighting: Needed if your event transitions from networking into a social hour. Recommended quantity: 4-6 moving heads or pars. Rental: $200-$500.
• Stage Wash: Needed for any speaker, sponsor, or award presentation. Recommended quantity: 2-4 LED par cans. Rental: $150-$300.
• Ambient / Pin-Spot Lighting: Needed to highlight cocktail tables, sponsor banners, or step-and-repeat. Recommended quantity: 4-8 pin spots. Rental: $20-$40 each.

Video

• HD Projector (5,000+ lumens): Needed for sponsor logos, slideshows, and keynote decks. Recommended quantity: 1. Rental: $300-$700.
• Projection Screen (8-12 ft): Needed to pair with the projector for clear visibility from the back of the room. Recommended quantity: 1-2. Rental: $150-$400.
• 55"-75" TV Displays on Stands: Needed for sponsor loops, attendee headshots, or live social walls. Recommended quantity: 2-4 around the room. Rental: $200-$450 per display.

DJ / Music

• DJ Controller (Pioneer DDJ or CDJ setup): Needed for a live DJ to read the room and shift energy. Recommended quantity: 1 controller or 2 CDJs + mixer. Rental: $250-$600.
• DJ Booth Facade: Needed to keep the setup looking professional and brandable. Recommended quantity: 1 white or LED facade. Rental: $150-$350.
• Turntables (vinyl): Needed only for boutique or branded vinyl-lounge experiences. Recommended quantity: 2. Rental: $300-$500.

Extras

• Photo Booth (open-air with backdrop): Needed to drive social shares and keep attendees engaged. Recommended quantity: 1 booth + attendant. Rental: $600-$1,200.
• Low-Lying Fog Machine: Needed for dramatic entrances or a dance set. Recommended quantity: 1. Rental: $150-$300.
• Confetti Cannons: Needed for award moments, ribbon cuttings, or grand finales. Recommended quantity: 2-4. Rental: $50-$125 each.

Rent Your Networking Event Gear from Event Rentals NYC

Event Rentals NYC delivers, sets up, and operates AV across the Northeast — including Baltimore. Skip the rental headaches and get Fortune 500-grade production for your next networking event.

Call 646-280-9522 or visit klavgroup.com to lock in your date.