The Complete AV Equipment Checklist for a Wine Festival in Oklahoma City

Brought to you by Event Rentals NYC, a KLAV Group company — proudly producing world-class events from Madison Square Garden to Oklahoma City.

A Wine Festival is part celebration, part curated tasting experience, and part live entertainment showcase. Whether you are hosting 200 guests in a Bricktown courtyard or 2,000 across the Scissortail Park lawn, the right AV setup turns a tasting into a memory. Use this checklist to plan smart, rent right, and keep your festival flowing from welcome pour to last call.

1. Sound

When you need it: Required from the moment doors open until tear-down. Background music sets the tone during tastings; PA is essential for vendor announcements, sommelier presentations, and live performances.

• Line Array PA System — Quantity: 1 main system (2 tops + 2 subs) per 500 guests. Cost: $600–$1,500/day.
• Wireless Handheld Microphones — Quantity: 4–6 (emcee, sommelier, vendors, raffle). Cost: $75–$150 each/day.
• Wireless Lavalier Microphones — Quantity: 2 for sommelier-led tastings. Cost: $100/day each.
• Stage Monitors — Quantity: 2–4 wedges for live band or DJ. Cost: $100–$200 each/day.
• Digital Mixer (16–32 channel) — Quantity: 1. Cost: $300–$600/day.

2. Lighting

When you need it: Essential for any festival running past 5 PM. Lighting transforms a daytime tasting into an upscale evening experience.

• LED Uplighting (wireless, battery-powered) — Quantity: 24–40 fixtures to wash perimeter and vendor booths. Cost: $25–$45 each/day.
• Dance Floor Lighting (moving heads + wash) — Quantity: 4–8 fixtures. Cost: $75–$150 each/day.
• Stage Lighting Package — Quantity: 1 truss + 6–8 PARs for live performers. Cost: $800–$1,500/day.
• Ambient String/Bistro Lighting — Quantity: 200–500 ft over tasting and lounge zones. Cost: $3–$5 per linear foot.

3. Video

When you need it: For sponsor logos, vendor menus, sommelier-led tasting visuals, and social media walls.

• 10,000-Lumen Projector + 12 ft Screen — Quantity: 1 for main stage. Cost: $750–$1,200/day.
• 55"–75" LED TV Displays on Stands — Quantity: 4–8 distributed at vendor booths and entry. Cost: $200–$400 each/day.
• Video Switcher + HDMI Distribution — Quantity: 1. Cost: $250/day.
• LED Wall (optional upgrade for headline stage) — Quantity: 1 (10x6 ft). Cost: $2,500–$4,500/day.

4. DJ / Music

When you need it: All day — pre-event, tasting hours, evening party.

• Pioneer DJ Controller (DDJ-FLX10 or XDJ-RX3) — Quantity: 1. Cost: $200–$350/day.
• Pioneer CDJ-3000 Turntables + DJM-A9 Mixer — Quantity: 2 CDJs + 1 mixer (premium setup). Cost: $600–$900/day.
• Branded DJ Booth Facade — Quantity: 1. Cost: $250–$500/day.
• DJ Headphones + Backup Laptop — Quantity: 1 set. Cost: $75/day.

5. Extras

When you need it: Drives social shares, sponsor activations, and big-moment energy.

• Open-Air Photo Booth with Wine-Themed Backdrop — Quantity: 1. Cost: $600–$1,200/day (attendant included).
• Low-Lying Fog Machine (dry ice effect) — Quantity: 1–2 for toast moments. Cost: $250–$400 each/day.
• Confetti Cannons (CO2-powered) — Quantity: 4 for finale. Cost: $150 each + refills.
• Walkie-Talkies for Production Team — Quantity: 8–12. Cost: $25 each/day.

Rent the Complete Package from Event Rentals NYC

Event Rentals NYC, powered by KLAV Group, has produced 1,000+ events for clients including Madison Square Garden, Barclays Center, Hillsong NYC, and the City of New York. We deliver, set up, operate, and strike — nationwide, including Oklahoma City.

Request Your Wine Festival Quote Today →
Call 646-280-9522 or email ozzy@klavgroup.com for a custom package built around your venue, guest count, and budget.