AV Equipment Checklist for a Trade Show in Downtown Austin

Brought to you by Event Rentals NYC — a KLAV Group company

Downtown Austin trade shows demand polished AV. Booth traffic, demos, and panels all live or die on sound clarity, lighting that pulls eyes, and screens that move product. Use this checklist to plan your rental order so nothing gets missed on load-in day.

Sound

• PA System (Powered Speakers + Subs) — Needed for opening keynotes, panel discussions, and booth announcements. Quantity: 2 tops + 1 sub for booths up to 30x30; 4 tops + 2 subs for main stage. Cost: $250–$900/day.
• Wireless Handheld Mics — For speakers, MCs, and live demos. Quantity: 2–4 per stage. Cost: $75–$150/day each.
• Lavalier/Headset Mics — For hands-free presenters and product demos. Quantity: 2–3. Cost: $85–$175/day each.
• Stage Monitors — Needed when presenters can't hear the PA. Quantity: 2 wedges per stage. Cost: $100–$200/day each.
• Digital Mixer (16–32 channel) — For multi-mic panels and live audio routing. Quantity: 1 per stage. Cost: $200–$500/day.

Lighting

• LED Uplighting — For booth ambiance and brand color washes. Quantity: 8–16 fixtures for a 20x20 booth. Cost: $25–$50/fixture/day.
• Dance Floor / After-Party Lighting — For sponsor mixers and closing parties. Quantity: 4–6 moving heads. Cost: $75–$150/fixture/day.
• Stage Wash Lighting — For keynote and panel visibility. Quantity: 4–8 PARs or LED bars. Cost: $40–$80/fixture/day.
• Ambient/Architectural Lighting — For pathways, lounges, and registration. Quantity: 6–12 pin spots or gobos. Cost: $30–$75/fixture/day.

Video

• HD Projector (5,000+ lumens) — For keynotes and breakout rooms in low-light spaces. Quantity: 1 per stage. Cost: $400–$1,200/day.
• Projection Screens (10ft–16ft) — Pair with every projector. Quantity: 1–2. Cost: $200–$600/day.
• 55" / 65" / 75" TV Displays — For booth product demos, looping reels, and digital signage. Quantity: 2–6 per booth. Cost: $150–$400/day each.
• Video Switcher + Confidence Monitor — Needed for multi-input keynotes. Quantity: 1 per stage. Cost: $300–$700/day.

DJ / Music

• Pioneer CDJs / Turntables — For sponsor parties and high-end activations. Quantity: 2 decks + 1 mixer. Cost: $400–$800/day.
• DJ Controller (Pioneer DDJ / Rane One) — For booth DJs and lounge sets. Quantity: 1. Cost: $200–$400/day.
• DJ Booth Façade with LED Front — For branded, photo-ready setups. Quantity: 1. Cost: $250–$500/day.

Extras

• Photo Booth (360 or Open-Air) — Drives booth traffic and lead capture. Quantity: 1. Cost: $800–$1,800/day.
• Fog / Haze Machine — Needed to make moving lights and lasers visible. Quantity: 1–2. Cost: $75–$150/day each.
• Confetti Cannons — For product reveals and grand finales. Quantity: 2–4. Cost: $50–$125 each.

Rent It All from Event Rentals NYC

Event Rentals NYC, a KLAV Group company, has powered events for Madison Square Garden, Barclays Center, Facebook, and Ogilvy. We ship nationwide — including Downtown Austin — with on-site techs, same-day support, and one invoice for every category above.

Reserve your trade show AV package today at EventRentalsNYC.com — or call 646-280-9522 for a custom quote within the hour.