AV Equipment Checklist: Networking Event in Nashville

Brought to you by Event Rentals NYC — a KLAV Group company. Whether you're hosting 75 professionals at a rooftop in The Gulch or 300 executives at a downtown Nashville hotel ballroom, this checklist will help you plan AV like a Fortune 500 producer. Use it as your blueprint, then call us to handle the rest.

1. Sound

The single most important category. If guests can't hear the welcome speech or panel, the event is forgettable.

• PA Speakers (Powered Tops + Subs) — Needed for venues over 1,500 sq ft or guest counts above 50. Recommended: 2 powered tops + 1 subwoofer for 100 guests; double for 200+. Rental: $250–$650.
• Wireless Handheld Microphones — Needed for emcee, host, and Q&A. Recommended: 2 handhelds minimum, 4 if you have panel discussions. Rental: $60–$120 per mic.
• Lavalier Microphones — Needed for keynote speakers or panelists who move. Recommended: 1–3 lavs depending on panel size. Rental: $75–$150 per mic.
• Stage Monitors — Needed when there's a dedicated speaking platform. Recommended: 1–2 monitors. Rental: $100–$200.
• Digital Mixer (12–16 Channel) — Needed any time you have 3+ inputs (mics + music + laptop). Recommended: 1 mixer with engineer. Rental: $150–$400.

2. Lighting

Lighting transforms a corporate room into a premium experience. Networking events thrive on warm, inviting ambiance.

• LED Uplighting — Needed for any indoor venue with bare walls. Recommended: 8–16 uplights for a typical Nashville ballroom. Rental: $35–$50 per fixture.
• Dance Floor Lighting — Optional, but adds energy if there's an after-mixer. Recommended: 2–4 moving heads or wash lights. Rental: $80–$200 per fixture.
• Stage Wash Lighting — Needed if you have a podium or panel. Recommended: 2–4 front wash fixtures. Rental: $75–$175 per fixture.
• Ambient String Lights / Pin Spots — Needed for cocktail-style networking. Recommended: 100–200 ft of bistro string lights, plus 4–6 pin spots on centerpieces. Rental: $150–$500 total.

3. Video

Sponsor logos, slide decks, and welcome loops belong on screens guests can actually read from across the room.

• HD Projector + Screen — Needed for keynotes, sponsor reels, or branded loops. Recommended: 1 projector + 9x12 ft screen for 150+ guests. Rental: $400–$900.
• 55"–75" TV Displays — Needed for registration, sponsor recognition, or multi-zone networking. Recommended: 2–4 displays on stands. Rental: $175–$350 per display.
• LED Video Wall (Optional Premium) — Needed for high-end corporate or product launch networking. Recommended: 8x4 ft modular wall. Rental: $2,500–$6,000.

4. DJ / Music

Background music sets the energy. Even at networking events, music drives mingling.

• DJ Controller (Pioneer DDJ or Rane One) — Needed for live DJ entertainment. Recommended: 1 controller. Rental: $150–$300.
• CDJs + DJM Mixer Setup — Needed for premium DJ talent. Recommended: 2 CDJs + 1 mixer. Rental: $400–$750.
• Branded DJ Booth Façade — Needed to elevate your sponsor visibility. Recommended: 1 façade with custom front. Rental: $200–$500.

5. Extras

The details guests post about on LinkedIn the next morning.

• Photo Booth (Open-Air with Branded Backdrop) — Needed for shareable content. Recommended: 1 booth + attendant. Rental: $600–$1,200.
• Low-Lying Fog Machine — Needed for grand entrances or stage reveals. Recommended: 1 unit. Rental: $150–$300.
• Confetti Cannons — Needed for award moments or finale toasts. Recommended: 2–4 cannons. Rental: $50–$150 each.

Rent From Event Rentals NYC — Now Serving Nashville

Backed by KLAV Group's 20+ years and 1,000+ events for clients like Madison Square Garden, Barclays Center, Facebook, and Ogilvy, Event Rentals NYC delivers the same Fortune 500 production standard to your Nashville networking event.

Call us at 646-280-9522 or email ozzy@klavgroup.com to lock in your AV package today. We deliver, set up, run the show, and break down — so you can focus on the connections that move your business forward.