The Complete AV Equipment Checklist for a Wine Festival in Richmond

Brought to you by Event Rentals NYC, a KLAV Group company — 20+ years and 1,000+ events produced.

Planning a Wine Festival in Richmond? Whether you are hosting 200 sommelier guests in a vineyard courtyard or 2,000 attendees in a downtown plaza, the AV setup makes or breaks the experience. Use this practical checklist to lock in every piece of gear before the first cork pops.

Sound

Your sound system handles welcome announcements, live tasting notes, panel discussions, and the headlining DJ or band.

• PA System (line array or powered tops + subs) — When: throughout the event. Quantity: 2 main speakers + 1 sub for up to 300 guests; 4 tops + 2 subs for 500–1,500 guests. Cost: $450–$1,800/day.
• Wireless Handheld Microphones — When: opening remarks, sommelier presentations, auction calls. Quantity: 2–4. Cost: $60–$120 each/day.
• Lavalier Microphones — When: panel talks and winemaker interviews. Quantity: 2. Cost: $75–$125 each/day.
• Stage Monitors — When: live music or DJ sets. Quantity: 2 wedges. Cost: $75–$150 each/day.
• Digital Mixer (16–24 channel) — When: full event runtime. Quantity: 1. Cost: $200–$500/day.

Lighting

Wine Festivals lean elegant — warm tones, soft washes, and accent color on key signage.

• LED Uplights (battery + DMX) — When: dusk through close, on perimeter walls and pillars. Quantity: 12–24. Cost: $25–$45 each/day.
• Dance Floor Lighting (moving heads + wash) — When: after-party block. Quantity: 4 movers + 2 washes. Cost: $350–$650 package.
• Stage Lighting Package — When: live performances or main remarks. Quantity: 1 truss kit. Cost: $500–$1,200/day.
• Ambient String Lights / Bistro Lighting — When: throughout for tasting tents. Quantity: 200–500 ft. Cost: $3–$5/ft installed.

Video

Sponsor logos, varietal info, scoring screens, and live cameras on the main stage.

• Projector (8K–12K lumens) — When: indoor or covered tent presentations. Quantity: 1. Cost: $450–$1,500/day.
• Fast-Fold Projection Screen (12 ft) — When: paired with projector. Quantity: 1. Cost: $250–$500/day.
• 55"–75" TV Displays on Stands — When: sponsor loops, tasting menus at booths. Quantity: 4–8. Cost: $175–$350 each/day.
• Video Switcher + Cameras — When: livestream or IMAG. Quantity: 1 switcher + 2 cameras. Cost: $800–$2,000/day.

DJ / Music

The right DJ rig keeps energy high between tasting flights.

• Pioneer CDJ-3000 Turntables — When: full event. Quantity: 2. Cost: $200–$350 each/day.
• DJM-900 / DJM-A9 Mixer — When: full event. Quantity: 1. Cost: $150–$300/day.
• All-in-One Controller (XDJ-RX3) — When: budget option in place of CDJs. Quantity: 1. Cost: $200–$400/day.
• Branded DJ Booth Facade — When: full event. Quantity: 1. Cost: $150–$400/day.

Extras That Drive Social Buzz

• 360 Photo Booth or Open-Air Booth — When: cocktail hour through close. Quantity: 1. Cost: $700–$1,500/day.
• Low-Lying Fog Machine — When: stage reveals or dance floor. Quantity: 1–2. Cost: $125–$250 each/day.
• Confetti Cannons (CO2 powered) — When: closing toast. Quantity: 4. Cost: $75–$150 each.

Rent Everything in One Call

Event Rentals NYC delivers, sets up, operates, and strikes — anywhere in the Northeast, including Richmond. One vendor, one invoice, zero stress. We have powered events for Madison Square Garden, Marriott, Hillsong NYC, and Rise Up NYC.

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