The Ultimate AV Equipment Checklist for Your Indianapolis Wine Festival
Presented by Event Rentals NYC — a KLAV Group Company
Hosting a wine festival in Indianapolis? Whether you're activating at Newfields, White River State Park, or a private vineyard, the right AV setup turns a tasting into an experience. This checklist covers exactly what you need, how many, and typical rental pricing.
Sound
Sound sets the mood for every pour. Guests should hear the host clearly and the music softly under conversation.
- Line Array PA System — Needed day-of for main stage announcements and live music. Quantity: 1 pair (left/right) plus 2 subs for 500–1,500 guests. Rental: $600–$1,400/day.
- Wireless Handheld Microphones — For MC, winemaker talks, sponsor remarks. Quantity: 2–4. Rental: $75–$125 per mic/day.
- Lavalier Mic Kit — Needed for interviews, sommelier walkthroughs. Quantity: 2. Rental: $100/day.
- Stage Monitors — Needed if live band or acoustic act performs. Quantity: 2–4 wedges. Rental: $75–$150 each/day.
- Digital Mixer (16–24 channel) — Needed all day. Quantity: 1. Rental: $250–$500/day.
Lighting
Wine festivals shift from daylight to golden hour to evening — lighting must transition with it.
- Wireless LED Uplights — Needed at sundown for tent and perimeter wash. Quantity: 20–40. Rental: $25–$40 each/day.
- Dance Floor Lighting Package — Needed if evening dance segment. Quantity: 1 package (4 movers + controller). Rental: $400–$800/day.
- Stage Wash Lighting — Needed for live performers. Quantity: 4–8 PAR cans. Rental: $30–$60 each/day.
- Ambient String Lights (Bistro/Edison) — Needed for tasting areas and VIP lounge. Quantity: 200–500 ft. Rental: $3–$5 per foot.
- Gobo Projector (Custom Logo) — Needed for sponsor activation walls. Quantity: 1–2. Rental: $200–$350 each.
Video
Visuals drive sponsor ROI and keep the crowd engaged during pairings and demos.
- 10,000-Lumen Projector — Needed for sponsor loops and winery feature reels. Quantity: 1. Rental: $600–$1,200/day.
- Fast-Fold Screen (12ft or 16ft) — Needed paired with projector. Quantity: 1. Rental: $300–$600/day.
- 55" LED TV Displays on Stands — Needed at tasting stations for wine education loops. Quantity: 4–8. Rental: $200–$350 each/day.
- Video Switcher + Operator — Needed if live-cutting stage content. Quantity: 1. Rental: $500–$900/day.
DJ / Music
Live music during tasting hours, DJ takeover after dusk — the KLAV formula.
- Pro DJ Controller (Pioneer DDJ-1000 or CDJ-3000 Setup) — Needed from doors-open. Quantity: 1. Rental: $250–$500/day.
- Pioneer Turntable Setup (2x PLX-1000 + DJM-900) — Needed for scratch DJs. Quantity: 1 setup. Rental: $400–$700/day.
- Custom-Branded DJ Booth Facade — Needed for sponsor visibility. Quantity: 1. Rental: $300–$600/day.
- DJ Monitor Speakers — Quantity: 2. Rental: $100–$150 each.
Extras
These are the moments guests share on Instagram — they sell next year's tickets.
- Photo Booth (Open-Air with Backdrop + Attendant) — Quantity: 1. Rental: $800–$1,500/day.
- Low-Lying Fog Machine — Needed for toast moments. Quantity: 1–2. Rental: $150–$300 each.
- CO2 Confetti Cannons — Needed for headline act or ribbon-cutting. Quantity: 2–4. Rental: $125–$200 each.
- Cold Spark Machines — Quantity: 2. Rental: $150–$250 each.