Sound Advice For Event & Meeting Planners

When I am asked to perform or speak for an audience larger than 70 people, I request the use of a microphone. While some corporate event planners may see this an unnecessary expense, it is important to realize the I, like my colleagues in the professional speaking industry, need to protect my voice as it is an essential asset for my business. More importantly, I want to make sure that I am able to consistently and reliably provide a presentation where your guests remember the content, and not the fact that the sound quality was terrible!

Of course, it does rely on the presentation you request for your event or seminar(my strolling entertainment performance is perfectly suited for intimate parties where I am close enough for normal conversation to take place). But in order for me to be heard properly by everyone in the room, you need to make the additional investment of hiring the appropriate sound equipment; there are few things worse than guests or delegates complaining that they cannot hear me.

Sound engineering is a technical field, and unless you are an event management company who regularly works with sound production companies, it can be a little confusing. Don’t be too concerned: sound hire companies are eager to serve you and provide you with the best sound equipment based on their experience, so it’s almost always worthwhile to contact them for advice.

However, here are a few event ideas and tips about hiring the right sound equipment, based on my experience:

1. Wireless Microphones:

You need to provide a wireless microphone — if I was forced to speak from a static position I would lose the ability to present naturally and this causes great frustration. Your audience will feel disappointed that they did not get the maximum energy from me & we can avoid that by making sure that you request the correct equipment.

My first choice is a ‘countryman’ microphone. These microphones are fantastic and I am always thrilled when I get the opportunity to use this in my presentation. The microphone is extremely light, comfortable and almost hidden from the audience. The sound quality is superb and you virtually never have feedback issues (another BIG ‘NO NO’). This kind of microphone is on my ”wishlist”: they do cost more to hire, but you’ll agree after the presentation that you made the correct choice!

My next choice is a headset microphone, although I’m a bit hesitant to say so because I’ve recently experienced issues with a microphone like this. They’re much bigger than countryman mics, are a bit loose so they’re less comfortable, and they’re quite visible to the audience. The advantage is that the mic is directional so that I can turn my head and the microphone will (hopefully) remain near my mouth. You’ll notice that it looks a bit like an orthodontic headgear, and I famously put it on incorrectly the first time I used one for my demo video.

Narrowly third is a lapel or lavalier microphone, and this kind is the one I most frequently given to use. A lapel microphone is fairly discrete, light and works to my satisfaction. Because it’s not near my mouth however, I may still need to project my voice and it loses volume when I turn my head away from the mic. The advantage is that you are more likely to hear the amplified comments of the volunteers on stage with me. If your corporate event budget is limited, then this is the absolute minimum I would recommend.

The final type of microphone that I encounter is the wireless hand-held microphone. This is an excellent tool for those trained in professional microphone technique — but it unfortunately does limit my own presentations. I need to be able to use both hands and because I’d like to be heard, this can mean that I have to stand unnaturally, which detracts from the presentation. On the rare occasions that I am not using any props during my presentation, this is the microphone I prefer. I can move the microphone around depending on the effect I wish to create with my voice (eg. excitement, stage whispers, comedic effects) and I can use its directional abilities to my advantage (like giving a volunteer an instruction that I only want her to hear). I would also need to be a movable microphone stand because I need to be able to place it anywhere on stage and adjust the height for different volunteers. My performance is possible with a hand-held microphone, but it really isn’t a good choice and I’m always disappointed when I need to use one.

2. Suggested microphone brands

It’s unlikely that we’ll personally select the brand of microphone that is provided by the sound hire company, but if you get the opportunity I would suggest you ask for ”Shure“. My brother, a professional sound engineer, insists that they are the best. I’m shure he’s right.

3. Microphone transmitter batteries

Please insist that fresh batteries will be placed in the microphone transmitter that I will be using. I have been known to carry a spare 9v battery in my pocket just in case the battery does fail and I need to replace it on stage (besides, it keeps me on my toes). It would be awful to get all the best sound equipment, only to be foiled by a flat battery!

4. Additional microphone

If high fidelity sound is important for your corporate event, then providing an additional wireless hand-held microphone with its own stand is highly recommended. By using the extra microphone for my onstage volunteers, there will be no quiet gaps and I will not be required to repeat everything that was said (this means I have more time to do the presentation).

5. On-site sound technician

I have basic knowledge of sound equipment for professional speaking, but I am not a professional sound engineer. I can turn a microphone on, change the volume and the batteries, but when I’m busy with my presentation I cannot make any adjustments. Any failures will require that I make a major change to my presentation — it has happened that I needed to present to 300 people by projecting my voice because the microphone broke before I arrived. You don’t want to worry about these kind of potential problems, so I suggest you work with a reputable sound company and retain the services of an on-site sound technician. This way, if anything goes wrong, there is going to be someone responsible to fix the problem.

Please note that DJs are not always sound engineers either — using the equipment to amplify music is very different to using it for voice amplification. I’ve worked with DJs before and they are generally satisfactory when it comes to providing the right equipment for my presentation’s requirements, but I have experienced a few mishaps too.

6. Speakers

I’m afraid I don’t know much about speakers, but I hope somebody will provide some suggestions in the comments below. I assume that spending more money on better speakers is probably a safer option.

7. Sound Check

Where possible, I would always like to do a sound check before the audience fills the room (at least 20 minutes before). This way I can create a relationship with my sound technician for the day (he is ultimately responsible for the quality of my voice), and I can test all the equipment. This is very important because I would rather discover problems during the sound check than in the middle of my presentation. I also use the chance to find the right volume and equalization (it should sound like me, only louder) and find any feedback or low reception spots. I would prefer the room to be empty, but I know that this is almost never the case, so please excuse my senseless babblings while I doing my sound tests!

BONUS TIP:

Please provide sparkling water at room temperature — fresh water is essential to hydration and maintaining energy levels. During my presentation, a drink of water helps keen my voice at optimum levels and gives me the opportunity to pause and gather my thoughts for the next section. Cold or iced water is not recommended since this causes vocal chords to tighten and can cause damage over a long presentation (besides, it can give me ‘brain freeze’). I enjoy sparkling water, there’s no special reason for that.

I think if you showed this list to any professional event speaker or performer, they would probably agree with most of these suggestions. Remember this advice is from my personal experience only, so your mileage may vary. Follow the advice of your selected event management company and use the best equipment that you can afford. Since a successful and memorable event can be such a great way to market your company and create long-lasting relationships, why risk your investment by using anything but the best?