AV Equipment Checklist for a Product Launch in San Francisco

Brought to you by Event Rentals NYC — a KLAV Group company. A Product Launch lives or dies on production quality. Use this practical checklist to plan a flawless 150–300 guest reveal in San Francisco — from the keynote moment to the after-party.

Sound

Audio is the spine of every launch. If guests can't hear the founder, the launch failed.

• Line Array PA System — When: keynote and reveal. Quantity: 2 mains + 2 subs for rooms up to 5,000 sq ft. Cost: $800–$1,800/day.
• Wireless Handheld Microphones — When: CEO speech, Q&A, host emceeing. Quantity: 4 (2 active + 2 backup). Cost: $75–$150 each/day.
• Lavalier (Lapel) Microphones — When: panel discussions, demo presenters. Quantity: 2–4. Cost: $85–$175 each/day.
• Stage Monitors — When: live demos and any musical performance. Quantity: 2 wedge monitors. Cost: $125–$250 each/day.
• Digital Audio Mixer — When: required for any event with 4+ inputs. Quantity: 1 (16 or 24-channel). Cost: $300–$650/day.

Lighting

Lighting transforms a hotel ballroom into a brand experience.

• LED Uplighting (Brand-Colored) — When: cocktail hour through reveal. Quantity: 16–24 fixtures around the perimeter. Cost: $35–$65 per fixture/day.
• Dance Floor Wash Lighting — When: after-party. Quantity: 4–8 moving heads. Cost: $125–$275 each/day.
• Stage Wash & Key Lighting — When: keynote and product reveal moment. Quantity: 4 LED PAR cans + 2 ellipsoidal spots. Cost: $400–$900 package/day.
• Ambient String & Pin-Spot Lighting — When: cocktail and networking areas. Quantity: 100–200 ft of string + 6 pin spots for product displays. Cost: $250–$500/day.

Video

Visuals carry the brand story.

• HD Projector (8,000+ Lumens) — When: keynote with slide deck or product video. Quantity: 1 primary + 1 backup. Cost: $450–$900 each/day.
• Fast-Fold Projection Screens — When: paired with projectors. Quantity: 1 large (12 ft) center + 2 side (9 ft). Cost: $200–$450 each/day.
• 4K LED TV Displays (65"–85") — When: digital signage, product demo loops, sponsor logos. Quantity: 4–8 around the venue. Cost: $250–$500 each/day.
• Confidence Monitor — When: any scripted keynote. Quantity: 1 at the foot of the stage. Cost: $200–$350/day.

DJ / Music

Music sets the energy from arrival through after-party.

• Pioneer Turntables (CDJ-3000) — When: pro DJ booked for after-party. Quantity: 2. Cost: $300–$500 each/day.
• DJ Controller (Pioneer DDJ-1000) — When: ambient cocktail hour DJ. Quantity: 1. Cost: $200–$350/day.
• LED Facade DJ Booth — When: branded after-party visual moment. Quantity: 1. Cost: $400–$800/day.

Extras

Memorable moments equal organic social reach.

• Branded Photo Booth (360° or Mirror) — When: cocktail hour onward. Quantity: 1. Cost: $800–$1,500/day.
• Low-Lying Fog Machine — When: the product reveal moment. Quantity: 1–2. Cost: $150–$300 each/day.
• CO2 Confetti Cannons — When: the on-stage reveal. Quantity: 4 (2 stage left, 2 stage right). Cost: $125–$250 each/day.

Rent It All From One Source

Stop chasing five vendors. Event Rentals NYC, a KLAV Group company, delivers, sets up, runs, and strikes every item above — backed by 20+ years and 1,000+ events for clients including Madison Square Garden, Barclays Center, Facebook, and Maserati.

Request your Product Launch quote today → Call 646-280-9522 or email ozzy@klavgroup.com.