Tax-exempt friendly
Send your exemption certificate with the order. A W-9 and itemized quotes are available, and purchase orders are accepted in many cases.
Associations, nonprofits, and foundations
Projector Rentals for Associations and Nonprofits
Projectors, screens, and audio for annual meetings, galas, fundraisers, award programs, chapter events, and conferences.
At a glance
Associations, nonprofits, and foundations rent projectors from RentOurProjectors.com for annual meetings, galas and fundraisers, award programs, chapter events, and conferences. We provide projectors, screens, and sound sized to the venue, support tax-exempt orders, and can schedule a technician to run videos and slides during the program.
A polished program on a mission-minded budget
Associations and nonprofits put on events that matter a great deal to their members and donors, often with small staffs and many volunteers. The screen carries the program: mission videos, sponsor recognition, award announcements, live auction items, and annual reports.
Renting brings the right equipment to the venue for one night or one conference without asking the organization to buy and store gear it uses a few times a year. An on-site technician can take the AV off your staff's list so they can focus on guests, members, and sponsors.
Typical association and nonprofit setups
| Chapter meeting or board session | 3,000 to 5,000 lumens, tripod screen, small powered speaker |
|---|---|
| Annual meeting (75 to 200) | 6,000 to 10,000 lumens, 9 x 16 ft fast-fold screen |
| Gala or fundraiser ballroom | 10,000+ lumens, two screens for round-table seating |
| Program audio | Wireless microphones for speakers and a laptop audio feed for videos |
| Common screen format | 16:9 for video, sponsor loops, and slide programs |
General guidance. Your quote confirms the exact equipment for your room, audience, and dates. Try the projector calculator for your own numbers.
Common association and nonprofit uses
- Annual meetings and member conferences
- Galas, dinners, and fundraisers
- Award and recognition programs
- Chapter and regional events
- Live and silent auction displays
- Donor briefings and volunteer trainings
Why it works
How we help mission-driven organizations
Sponsor-ready screens
Bright projectors and two-screen setups keep sponsor slides and videos visible from every table.
Venue paperwork handled
Certificates of insurance are available for hotels and venues that require them from outside vendors.
Run of show support
A technician can cue videos, slides, and microphones so the program stays on schedule.
Planning guide
Planning AV for a gala or annual meeting
Ballrooms set with round tables are harder to serve than theater seating, because guests face every direction and centerpieces block low sightlines. Two screens placed on either side of the stage, raised high enough to clear standing guests, usually work better than one center screen. Share the floor plan or table count so screen placement can be planned.
Build the run of show before ordering. List every video, slide set, and speaker in order, and note which segments need sound from the laptop. Mission videos and paddle-raise moments are often the most important parts of the evening, so test them at rehearsal with the actual files on the actual laptop.
For conferences and annual meetings, think about the whole agenda. A business session in the morning, breakouts in the afternoon, and an awards dinner at night may each need different equipment, and some of it can move between rooms. Sending the full schedule helps us plan a single order that covers the whole event.
Availability and exact models vary. Your quote confirms the equipment, accessories, and delivery plan for your dates. Want to go deeper first? Read our projector planning guides or the projector rental FAQ.
Frequently asked questions
How should screens be placed for a gala with round tables?
Two screens on either side of the stage, raised so the bottom of the image clears standing guests and centerpieces, usually give every table a clear view. A floor plan with table positions helps us recommend screen size and placement.
Can you display live auction items and bid updates on screen?
Yes. The auction or bidding platform runs on a laptop connected to the projector, so item photos and totals can be shown on screen. Tell us the platform and whether a second laptop will run the main program.
Can we use the same projector for the annual meeting and the awards dinner?
Often, yes, if the rooms are close and the timing allows a technician to move and reset the equipment. Share the agenda and room list so we can confirm whether one setup can serve both or whether each room needs its own.
Can volunteers set up the equipment for a chapter event?
For a small chapter meeting, a shipped projector, tripod screen, and speaker are straightforward to set up with the included instructions. For larger events with microphones and video, an on-site technician is usually the better choice.
Compare projector options
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Planning an event for your organization?
Tell us the occasion, audience size, location, and date. We will recommend the right projector, screen, and sound, and send a quote built around your event.