The Ultimate Wedding AV Equipment Checklist — Indianapolis Edition

Planning a wedding in Indianapolis? Whether you're hosting at the JW Marriott, Crowne Plaza Union Station, or a private estate in Carmel, the right AV setup transforms a good reception into an unforgettable night. Event Rentals NYC, a KLAV Group company with 1,000+ events produced for clients like Madison Square Garden, Barclays Center, and Hillsong NYC, now delivers nationwide. Use this checklist to build your perfect wedding day.

Sound Equipment

• PA Speakers (main system): Essential for ceremony and reception. Recommended: 2 powered tops + 2 subwoofers for 100–200 guests. Rental: $350–$650.
• Wireless Microphones: Needed for officiant, vows, toasts, and MC. Recommended: 2 handheld + 2 lavalier. Rental: $150–$350.
• Stage Monitors: Required if you have a live band or ceremony musicians. Recommended: 2 floor wedges. Rental: $120–$250.
• Digital Mixer: Needed for clean audio routing across ceremony, cocktail hour, and reception. Recommended: 16–24 channel board. Rental: $200–$450.

Lighting

• Uplighting: Essential for atmosphere along ballroom walls. Recommended: 16–24 wireless LED uplights, color-matched to your palette. Rental: $400–$800.
• Dance Floor Lighting: Needed to energize the reception. Recommended: 4–6 moving-head fixtures + 1 DMX controller. Rental: $300–$600.
• Stage Wash: Required if you have a band, head table focus, or cake reveal moment. Recommended: 4 par cans with warm amber gels. Rental: $200–$400.
• Ambient/String Lighting: Essential for cocktail hour and outdoor tents. Recommended: 200–400 ft of warm white bistro strings. Rental: $250–$500.

Video

• Projector: Needed for slideshow, photo montage, or live camera feed. Recommended: 1 × 7,000-lumen HD projector. Rental: $400–$900.
• Projection Screen: Required to pair with projector. Recommended: 1 × 12 ft fast-fold screen with drape kit. Rental: $200–$450.
• TV Displays: Great for social media walls, seating charts, or welcome signage. Recommended: 2 × 55" monitors with floor stands. Rental: $250–$500.
• Live Camera + Switcher: Essential for overflow rooms or streaming to out-of-town family. Recommended: 2 PTZ cameras + ATEM Mini Pro. Rental: $500–$1,100.

DJ / Music

• DJ Controller: Needed for most modern DJs. Recommended: Pioneer DDJ-FLX10 or XDJ-RX3. Rental: $250–$500.
• Turntables + Mixer: Required for vinyl DJs or Latin/open format sets. Recommended: 2 × Technics 1200s + DJM-900. Rental: $300–$600.
• DJ Booth Facade: Essential for a clean, photo-ready setup. Recommended: 1 × white scrim facade with custom monogram. Rental: $200–$450.
• Laptop Stand + Cue Monitors: Needed for professional setup. Rental: $75–$175.

Extras & Wow Moments

• Photo Booth: Essential for guest engagement. Recommended: 1 × 360 video booth or open-air DSLR booth with props. Rental: $800–$1,600.
• Low-Fog Machine: Needed for the "dancing on clouds" first dance. Recommended: 2 × dry-ice low foggers. Rental: $300–$600.
• Cold Sparks: Required for grand entrance or last dance moment. Recommended: 4 × cold spark fountains (indoor-safe). Rental: $400–$700.
• Confetti Cannons: Great for the ceremony exit or final chorus drop. Recommended: 4–6 CO2 cannons. Rental: $200–$400.

Ready to Book Your Indianapolis Wedding?

Event Rentals NYC delivers world-class AV nationwide — with the same elite standards we bring to Madison Square Garden and Barclays Center. Free site walkthroughs, licensed techs on-site, and 24/7 support.

Call 646-280-9522 or visit eventrentals.nyc to reserve your wedding package today.