The Complete AV Equipment Checklist for Trade Shows in Indianapolis

Hosting a trade show at the Indiana Convention Center, Lucas Oil Stadium, or any Indianapolis venue? Your booth and main stage need professional AV to capture attention, drive booth traffic, and convert leads. Event Rentals NYC, a KLAV Group company, has delivered AV for 1,000+ events for clients like Madison Square Garden, Facebook, Ogilvy, and Maserati. Use this checklist to plan a flawless trade show.

Sound Equipment

• PA Speakers (powered line array or QSC K12.2): Needed for keynote stages, demo booths, and panel discussions. Quantity: 2–4 mains plus 2 subs for a 50,000 sq ft hall. Rental: $150–$400/day per speaker.
• Wireless Microphones (Shure ULX-D): Essential for presenters, product demos, and emcees. Quantity: 4–6 handhelds plus 2 lavaliers. Rental: $75–$150/day per mic.
• Stage Monitors: Needed for any live presentation or panel. Quantity: 2 wedges. Rental: $75–$125/day each.
• Digital Mixer (Yamaha QL5 or Allen & Heath SQ-6): Required to manage 8+ inputs cleanly. Quantity: 1. Rental: $250–$500/day.

Lighting

• LED Uplighting: Brand your booth in your corporate colors. Quantity: 8–16 fixtures for a 20x20 booth. Rental: $25–$50 per fixture per day.
• Dance Floor / Reception Lighting: Needed if hosting an after-hours networking event. Quantity: 4 moving heads plus 2 wash lights. Rental: $100–$200/day per fixture.
• Stage Wash Lighting: Required for keynote and demo stages so faces read on camera. Quantity: 6–10 PAR cans. Rental: $40–$75/day each.
• Ambient Pin Spots & Gobos: Project your logo on the wall or floor. Quantity: 2–4 gobo projectors. Rental: $150–$300/day each.

Video

• 4K Projector (10,000+ lumens): Needed for keynote backdrops in a bright convention hall. Quantity: 1–2. Rental: $750–$1,500/day.
• Fast-Fold Projection Screens: 9x16 or 12x21. Quantity: 1–2. Rental: $300–$600/day.
• 55"–75" TV Displays: Loop product videos, run social walls, or display lead magnets at the booth. Quantity: 2–6 per booth. Rental: $200–$500/day each.
• LED Video Wall (P3.9 indoor): Premium booth attractor — stops traffic. Quantity: 10x6 ft minimum. Rental: $2,500–$6,000/day.

DJ & Music

• DJ Controller (Pioneer DDJ-FLX10) or CDJ-3000 Setup: For after-parties, sponsor lounges, or booth ambiance. Quantity: 1 setup. Rental: $300–$600/day.
• DJ Booth Façade: Branded LED-front or white scrim booth that looks polished on camera. Quantity: 1. Rental: $250–$450/day.
• Turntables (Technics 1200s): If you’re hiring an open-format DJ for the after-party. Quantity: 2. Rental: $150/day each.

Extras

• Photo Booth (open-air with branded backdrop): Lead capture magnet — collects emails on every print. Quantity: 1. Rental: $800–$1,500/day.
• Low-Lying Fog Machine: Adds drama to product reveals. Quantity: 1. Rental: $200–$350/day.
• Confetti Cannons / CO2 Jets: Closing keynote moment. Quantity: 2–4. Rental: $150–$300 each.

Rent Everything From One Trusted Source

Sourcing 30+ pieces of AV from five different vendors is how trade shows fall apart. Event Rentals NYC delivers, sets up, operates, and strikes every item on this checklist — anywhere in the country, including Indianapolis. One invoice. One project manager. Zero failure points.

Call 646-280-9522 or visit klavgroup.com to request your Indianapolis trade show quote today.