The Complete Wedding AV Equipment Checklist for Scottsdale

Brought to you by Event Rentals NYC, a KLAV Group company — trusted by Madison Square Garden, Barclays Center, Hillsong NYC, and Marriott Hotels.

Planning a wedding in Scottsdale means desert sunsets, open-air receptions, and guests who expect a flawless experience. The right AV setup is what turns a beautiful venue into an unforgettable night. Use this checklist to make sure nothing gets missed.

1. Sound

You need sound from the moment guests arrive. Book your audio package 4–6 weeks out.

• PA Speakers (Main): Needed for ceremony and reception. Recommended quantity: 2–4 powered speakers (QSC K12 or equivalent). Cost range: $150–$400 per speaker per day.
• Subwoofers: Needed for dance floor energy. Quantity: 2. Cost range: $200–$350 each per day.
• Wireless Microphones: Needed for officiant, vows, toasts, MC. Quantity: 4 (2 handheld, 2 lavalier). Cost range: $75–$150 per mic per day.
• Stage Monitors: Needed if live band or DJ requires foldback. Quantity: 2. Cost range: $100–$175 each.
• Digital Mixer: Needed for multi-source control. Quantity: 1 (16-channel recommended). Cost range: $250–$600.

2. Lighting

Scottsdale dusk is gorgeous — but once the sun drops, lighting is everything. Confirm setup 2–3 weeks prior.

• Uplighting (wireless LED): Needed along perimeter walls and columns. Quantity: 16–24 fixtures. Cost range: $25–$45 per fixture.
• Dance Floor Lighting: Moving heads and wash lights. Quantity: 4–6 fixtures. Cost range: $75–$150 each.
• Stage Lighting: Front wash and key lights for head table or band. Quantity: 4 par cans. Cost range: $40–$80 each.
• Ambient / Market Lighting: String lights and pin-spots for centerpieces. Cost range: $300–$900 total.

3. Video

Video creates emotional moments — slideshows, live feeds, sponsor reels. Lock this in 3 weeks out.

• Projector (5000+ lumens): Needed for outdoor/large-room visibility. Quantity: 1–2. Cost range: $400–$900 each.
• Projection Screen (9×12 or 10×17): Quantity: 1–2. Cost range: $250–$600 each.
• TV Displays (55–75"): Needed for welcome signage, seating charts, photo slideshows. Quantity: 2–4. Cost range: $175–$350 each.
• Video Switcher & Cabling: Quantity: 1 kit. Cost range: $200–$500.

4. DJ / Music

Your DJ booth is the command center. Book 6+ weeks out for peak Scottsdale season.

• DJ Controller (Pioneer DDJ or CDJ setup): Quantity: 1. Cost range: $250–$600.
• Turntables (if vinyl requested): Quantity: 2. Cost range: $175–$300 each.
• DJ Booth Façade with Scrim Lighting: Quantity: 1. Cost range: $200–$450.
• Headphones & Backup Laptop: Cost range: $75–$150.

5. Extras

The little things guests remember. Reserve 2–3 weeks out.

• Photo Booth (open-air with backdrop + prints): Quantity: 1. Cost range: $600–$1,200.
• Fog / Haze Machine (low-lying for first dance): Quantity: 1–2. Cost range: $125–$300 each.
• Confetti Cannons / CO2 Jets: Quantity: 2–4. Cost range: $100–$250 each.
• Cold Sparklers (indoor-safe): Quantity: 2–4. Cost range: $150–$300 each.

Rent the Complete Package from Event Rentals NYC

Skip the headaches of juggling five vendors. Event Rentals NYC — a KLAV Group company with 20+ years of experience and 1,000+ events produced — delivers, installs, operates, and strikes every piece of gear on this checklist. Nationwide service available for Scottsdale weddings.

Call 646-280-9522 or email ozzy@klavgroup.com for your custom wedding quote today.