The Complete AV Equipment Checklist for a Wine Festival in Back Bay, Boston

Brought to you by Event Rentals NYC, a KLAV Group company — 1,000+ events produced for clients like MSG, Barclays Center, Marriott, and Ogilvy.

Hosting a wine festival in Back Bay means an upscale crowd, sophisticated palates, and a venue that demands clean, polished AV. This checklist is built for a typical 300–800 guest festival running 4–6 hours across an indoor/outdoor footprint. Use it to scope your rentals, budget accurately, and avoid the last-minute scramble.

1. Sound

Sound carries the energy of the room. Underpowered audio kills atmosphere; overpowered ruins conversation. Aim for clear, ambient coverage with the ability to push volume during live moments.

• PA System (Line Array or Powered Tops + Subs) — Needed all day. Quantity: 2 main tops + 2 subs for 500 guests; double for 800+. Cost: $600–$1,800.
• Wireless Handheld Microphones — Needed for emcee, sommelier presentations, sponsor toasts. Quantity: 2–4. Cost: $75–$150 each.
• Lavalier Mics — Needed for guided tastings or panel discussions. Quantity: 2. Cost: $100–$175 each.
• Stage Monitors — Needed if you have live music or live demos. Quantity: 2. Cost: $125–$250 each.
• Digital Mixer (16 or 24 channel) — Needed all day, run by an engineer. Quantity: 1. Cost: $300–$700.

2. Lighting

Wine festivals live and die by ambiance. Lighting transforms a banquet hall or tented courtyard into a destination.

• LED Uplighting (Wireless, Battery) — Needed from doors-open through close. Quantity: 12–24 fixtures (one every 8 ft along walls). Cost: $25–$45 per fixture.
• Dance Floor Wash Lights — Needed if you have a dance floor or DJ set. Quantity: 4 moving heads. Cost: $75–$150 each.
• Stage Wash + Front Light — Needed for any presenter, sommelier, or band. Quantity: 4 PAR cans. Cost: $40–$80 each.
• Ambient String Lights / Bistro Lights — Needed for outdoor or tented sections. Quantity: 100–300 ft. Cost: $3–$6 per ft.

3. Video

Video adds sponsor visibility, branding, and a layer of polish guests notice immediately.

• HD Projector (5,000+ Lumens) — Needed for sponsor logos, vineyard reels, tasting menus. Quantity: 1–2. Cost: $400–$1,200.
• Projection Screen (10–12 ft) — Paired with projector. Quantity: 1–2. Cost: $250–$500.
• 55"–75" TV Displays on Stands — Needed at vendor booths, registration, sponsor activations. Quantity: 4–8. Cost: $200–$450 each.

4. DJ / Music

The right music keeps guests sipping, lingering, and spending.

• DJ Controller (Pioneer DDJ or CDJ Setup) — Needed throughout. Quantity: 1 setup. Cost: $300–$700.
• Pioneer CDJ-3000 + DJM-900 Turntable Setup — Needed for booked DJs. Quantity: 1 booth. Cost: $800–$1,500.
• DJ Booth Facade (White or Branded) — Needed for visual cleanliness. Quantity: 1. Cost: $200–$400.

5. Extras

Memorable moments drive social media, sponsor ROI, and repeat attendance.

• Photo Booth (Open-Air, Branded Backdrop) — Needed full event. Quantity: 1. Cost: $800–$1,500.
• Low-Lying Fog Machine — Needed for grand toast or finale. Quantity: 1. Cost: $150–$300.
• Confetti Cannons (CO2 Powered) — Needed for closing toast. Quantity: 2–4. Cost: $75–$150 each.

Rent Everything from One Trusted Source

Event Rentals NYC services Boston, Back Bay, and the entire Northeast corridor with delivery, professional setup, and on-site engineers. One vendor, one invoice, zero coordination headaches.

Call 646-280-9522 or visit klavgroup.com to lock in your Wine Festival rental package today.