A thorough explanation of what to do if you're having trouble with the sound at an event!
- 15 hours ago
- 21 min read
Problems such as microphone troubles and difficulty hearing have a direct impact on participant satisfaction.
The ease of hearing will vary depending on various factors, such as the size of the venue, the scale of the event, and the sound equipment.
If you do not understand the elements that make up the acoustics, it could lead to problems on the day of the event.
In this article, we will organize what you need to check when it comes to event sound and what you can do to avoid any problems.
What to check first for event audio
The first thing to remember about event sound is that you can grasp the whole picture at once.
If you can organize the big picture, most of your concerns about acoustics will be greatly alleviated. Here are some points to keep in mind:
Venue size
ceiling height
Number of participants
Event Details
Power supply system and stability
Whether there are participants who require special hearing assistance
Noise regulations (time periods when sound sources can be used)
Is recording and archiving necessary?
Music rights
Now, let's take a closer look at the elements that make up event audio.
Venue size
The size of the venue affects how the sound travels.
In large spaces, sound tends to diffuse, and a single speaker may not be able to deliver sufficient volume and clarity to the rear.
In large halls, adding sub-speakers in addition to the main speakers at the front of the stage is an effective measure to eliminate uneven sound throughout the venue.
Conversely, even in a small venue, if participants are crowded together, sound is more likely to be absorbed or blocked, so appropriate output and speaker placement are necessary.
Consider equipment placement and volume settings that are appropriate for the size of the venue.
ceiling height
Ceiling height also affects acoustics.
In venues with high ceilings, sound tends to escape upwards, resulting in longer reverberation times.
When sound continually reflects off the walls, floor, and ceiling, it can sound like it has reverb, making the audio sound blurry.
In spaces with little sound-absorbing material on the walls or ceiling, the buzzing sound can linger even after someone speaks, reducing the clarity of their words.
Conversely, if the ceiling is extremely low, sound tends to be reflected early.
In some cases, early reflections can mix with the speaker's voice, making it difficult to hear. Consider the following measures depending on the ceiling height.
Laying carpet
Installing the baffle
Adjusting the speaker orientation
These measures make it easier to control reverberation.
Number of participants
The more participants there are, the louder the background noise (talking and other sounds) in the venue will be, and the higher the volume required will be even with the same equipment configuration.
Additionally, as the number of people increases, the range of the sound that needs to be delivered also increases, so it is necessary to devise ways to ensure that the sound reaches the rear seats.
For example, if there are several dozen people, one small speaker may be sufficient.
However, if there are more than 100 people, it is advisable to use a PA system with ample output and multiple speakers.
Because the human body absorbs sound, the way a hall resonates will be different when it is full than when there are many empty seats.
Even if the room is quieter than expected during rehearsal, the sound may become muffled when participants join in during the actual performance.
Be sure to design the volume and placement according to the number of participants so that the sound reaches everyone evenly.
Event Details
Depending on what will be happening at the event (speeches, panel discussions, video screenings, live performances, etc.), different acoustical aspects will need to be emphasized.
For example, if the main event is a lecture or talk session, clarity of language is the top priority.
On the other hand, when streaming video, the quality of the background music and sound effects is also important.
If the event involves musical performance, the sense of realism will change depending on whether or not you have speakers and subwoofers that can reproduce low frequencies.
Additionally, the number and type of microphones and mixing method will differ depending on whether there are multiple speakers and the format is mainly conversation, or whether each speaker will present individually.
Plan ahead for the equipment and arrangements that will be appropriate for your presentation.
For example, if you are mainly using talk, it is common to emphasize the mid-to-high range, and if you are mainly using music, to flatten the frequency balance.
Power supply system and stability
The quality of the sound depends not only on the audio equipment itself, but also on the power supply design.
If the power supply environment is unstable, noise may be introduced and, in the worst case, the equipment may malfunction.
It is important to have a dedicated power circuit for audio and to separate it as much as possible from other equipment.
At event venues, even if you try to secure a standalone outlet for audio equipment, there are cases where it is difficult to tell from appearance whether the circuit is shared or not.
In addition, the venue may not be aware of the power circuit.
When sharing the same circuit as lighting, large displays, or other devices that consume a lot of power, voltage fluctuations and switching noise can be transmitted to the power line and affect the sound.
For example, it is not uncommon to hear cases where a buzzing noise is heard the moment the lights are turned on, or where a humming noise occurs when sharing a power strip with a PC or video equipment.
Even more frightening is the risk of power outages and circuit breaker tripping.
When using a hair dryer or microwave at home, a voltage drop can occur, causing the lights to dim for a moment.
If a voltage drop occurs in audio equipment, the equipment may become unstable and, in the worst case, may need to be restarted.
To avoid situations where your amplifier power goes out during a performance and you end up without sound for several minutes, make sure you have a clean power supply with sufficient capacity for audio equipment.
Simply organizing the power supply as an independent design element will reduce the risk of trouble and tension on the day.
LIFE.14 organizes the power supply systems for audio, video, and lighting on-site, and incorporates designs that avoid disruptions due to momentary power outages and shared circuits.
Even if you are unsure of the power requirements at the venue, you can assemble the equipment by following the appropriate verification procedures.
Please feel free to contact us at LIFE.14.
Whether there are any participants who require special hearing assistance
As the diversity of attendees at corporate events increases, consideration for participants with hearing impairments is also an important factor.
Consider the possibility that regular sound reinforcement alone may not provide enough information.
For example, if there are a certain number of participants who use hearing aids, simply turning up the volume on the speakers may make it harder for them to hear.
In such cases, by utilizing a hearing loop (magnetic loop), microphone audio can be sent directly to the hearing aid or cochlear implant, allowing the speaker's voice to be transmitted clearly.
Other effective systems for hearing support include real-time subtitle display and the provision of sign language interpreters.
By establishing a support system, you can increase satisfaction not only for the participants themselves but also for the entire venue.
Even if event organizers want all participants to have a good time, there are cases where they are not doing enough to ensure that information is provided to those with hearing impairments.
The question of whether or not sound can be heard is not simply a technical issue; it is an element that is directly linked to an inclusive experience that leaves no one behind.
At LIFE.14, we will identify who has difficulty hearing at corporate events with a diverse range of participants and ensure smooth operation of the venue. We can work with you to design the venue even if you have not yet established internal standards or consideration policies.
If you have any concerns about universal acoustic compatibility, please contact LIFE.14.
Noise regulations (time periods when sound sources can be used)
If you do not understand the noise regulations around the venue and considerations for neighbors in advance, you may run into unexpected problems.
First of all, each venue has different rules regarding the volume level and the hours during which it can be used.
Even if it's not an outdoor event or a live music concert, simply using a microphone at a corporate seminar can result in complaints from neighbors.
As you can see, sound issues are not necessarily limited to music events.
If complaints are received on the day, we may be forced to take measures such as adjusting the volume or temporarily suspending the event, which may affect the progress of the event.
Furthermore, the mere fact that a problem has occurred may affect the company's reputation.
Planning not only how to produce sound but also by understanding the acceptable range will lead to stable operation of the entire event.
Is recording and archiving necessary?
There is also a growing demand for archived viewing that allows events to be viewed at a later date.
There is also a growing trend for corporate events to be recorded for in-house training and online sharing.
In such cases, it is necessary to ensure that the sound quality is easy to hear for recording and distribution, in addition to the sound intended for use within the venue.
It's important to note that creating the optimal sound in a venue is not necessarily the same as creating a sound that's easy to listen to when recording or streaming.
At large-scale concerts, separate teams are responsible for the venue PA (live sound) and the sound for broadcast (streaming and recording).
For small to medium-sized events, one operator may serve as both.
However, even if you are also serving as an operator, it is important to understand the difference between the on-site sound mix and the distribution/recording mix and make adjustments accordingly.
Even if slight changes in voice volume or noise are not noticeable in the venue, the distance from the microphone and the influence of ambient noise will be clearly evident in the recorded audio.
This can lead to people feeling that "there was no problem on-site, but it's difficult to hear on the recording."
To prevent this from happening, it is important to treat recorded audio as an independent design objective, and to prepare a recording environment that facilitates mixing for recording and distribution as needed, and post-processing, which will lead to stable archive quality.
At LIFE.14, we view ease of hearing within the venue and ease of hearing for recording as separate things.
We can design audio that won't cause any problems in the post-processing stage. If you want to prepare audio for internal sharing or video editing, please contact us at LIFE.14.
Music rights
Music played as background music or opening theme at a venue can actually lead to copyright issues.
Playing commercial music at a venue, even if it is an in-house event, is legally considered "performance for the public" depending on the conditions, and as a general rule, permission from the rights holder is required.
Exceptions may be made for small gatherings attended only by employees.
However, for events that include business partners and general participants, it is generally necessary to apply to a management organization such as JASRAC.
Especially if you are using an external venue, it is important to check the rules regarding music use with the venue in advance.
In some cases, the venue will have a comprehensive agreement in place, while in other cases, the organizer will need to handle the process themselves.
There are also other things to be careful about when streaming or archiving.
Unlike use within the venue, when including music in online distribution or recorded footage, additional permission for distribution and reproduction rights may be required.
If permission is not confirmed, the hosting company runs the risk of being held responsible or being asked to remove the video from the public.
When handling audio sources, it is important to complete legal checks early on in parallel with the technical preparations.
LIFE.14 will support you in organizing your audio recordings in advance to avoid any issues, taking into consideration not only in-venue playback but also streaming and archiving.
If you have any concerns about confirming operating conditions or selecting an appropriate sound source, please feel free to contact us at LIFE.14.
What makes the acoustics at an event difficult to hear?
To dispel concerns about acoustic problems, it is important to first understand the cause of the difficulty in hearing.
Factors that can make event audio difficult to hear include:
Reaction
Position of the speaker and the speaker
Surrounding environmental sounds
From here, let's take a closer look at the causes of difficulty hearing sounds.
Reaction
Reverberation (echo, reflected sound) is a major cause of difficulty in hearing sounds.
Depending on the acoustics of the venue, speech may reflect off the walls and ceiling, causing overlapping of words.
The causes of reverberation include structural reasons such as the shape of the space and the interior (walls and ceilings with poor sound absorption), as well as how the speakers are installed.
Additionally, if the speaker direction or angle is not appropriate, the sound may bounce off the walls and increase the reverberation.
A common solution is to adjust the PA system to provide an appropriate reverberation time for the venue.
Examples include using EQ to reduce excessive reverb components (mid-low range), and installing temporary sound-absorbing panels if necessary.
It is also important to take advantage of the speaker's directionality and focus the sound on the audience seating, avoiding inadvertently hitting the walls or ceiling.
The unclearness caused by reverberation can sometimes be improved with physical and mechanical measures.
Position of the speaker and the speaker
If the position of the speaker (microphone) and the speaker are not appropriate, various acoustic problems will occur.
A typical phenomenon is feedback.
If a speaker steps in front of the speaker while still holding the microphone, or if they are too far away from the microphone and turn up the volume too high, an unpleasant high-pitched noise will occur.
Feedback is a phenomenon that occurs when a microphone picks up the sound coming from a speaker and amplifies it again, causing the same sound to circulate.
When feedback occurs, it may be necessary to adjust the volume or change the microphone position, which may disrupt the progress of the performance.
The key to preventing these problems is to ensure that the microphone and speaker are positioned properly.
Ask speakers to stand as far back as possible from the speaker, and if they are using wireless microphones, tell them in advance not to stand too close to the speaker.
The microphone is generally held close to your mouth.
If you speak far away from the microphone even though your voice is quiet, you will need to increase the gain, which increases the risk of feedback.
On the other hand, if you have a loud voice, you may be able to reduce the peaks in the sound by asking the person to move the microphone a little further away.
The sound staff must always be aware of the speakers' positions and movements, and keep an eye out for any dangerous positions.
Maintaining proper positioning also helps prevent problems such as lowering the volume too much and making the sound difficult to hear.
Surrounding environmental sounds
Ambient noise at the event venue also affects how easily audio can be heard.
Outdoors or in open spaces, the sound of the wind, surrounding crowds, and vehicles can easily interfere with the sound from the speakers.
On the other hand, even indoors, the operating noise of air conditioning equipment and projectors can be noticeable in quiet situations.
Effective countermeasures include installing a windshield and adjusting the speaker orientation to take into account the wind direction.
If you are indoors, check the operating noise level of your air conditioning equipment in advance and consider temporarily turning it off or turning it down if possible.
Additionally, environmental noise may be greater than expected due to other sessions in adjacent rooms or noise from the hallway.
By knowing the background noise level before the performance, it becomes easier to determine the necessary volume setting.
By creating an acoustic plan that takes these environmental sounds into consideration, you can ensure that the content of your event is not drowned out by surrounding noise and is easy to understand.
Things to be careful of when handling microphones, a major factor in event sound failure
At many corporate events, microphones are the main source of sound problems, and there are many different types of microphones available.
However, the important thing is to understand their roles rather than memorizing the types.
Simply organizing what kind of microphones to use, how many to use, and how to position and operate them will reduce the number of panicked situations on set.
Be aware of the following potential pitfalls in advance:
Speakers' movements
Q&A session with participants
The microphone wearer's clothes rub against each other and they change hands.
It is important to plan ahead so that you don't panic on the day.
At LIFE.14, we identify potential causes of failure in advance and provide support to incorporate them into operations on the day.
This can be done even when the presentation format and content have not yet been finalized.
If you have any concerns about microphone operation, please feel free to contact us at LIFE.14.
From here, we will look at some common mistakes when handling microphones.
Speakers' movements
The appropriate type and placement of microphones will vary depending on how the speaker moves.
If the speaker is fixed to a podium, a single stationary stand microphone will suffice.
However, if you plan to move around on stage during your presentation or use both hands during a demonstration, you will need a wireless wearable microphone such as a headset microphone or lapel microphone.
A headset microphone leaves both hands free for the speaker.
Also, because the microphone is always fixed near your mouth, even when you move, there is little fluctuation in volume, allowing for stable sound pickup.
If there is a possibility that speakers will need to come down to the audience area to operate the slides or move across the venue, consider placing field or side speakers that will deliver sound to their locations.
If a speaker passes in front of such a speaker while holding a microphone, there is a risk of feedback, so it is necessary to consider the flow of movement and speaker placement together.
In addition, the volume of the voice and the tempo at which it speaks will vary depending on the presenter.
During rehearsals, an important role of the sound engineer is to understand each speaker's vocal quality and speaking habits, and if necessary, to give instructions on how to hold the microphone and how far away it is.
We have compiled a table with examples of advice by type for your reference.
Speaker types and habits | advice |
The voice is extremely quiet | Have them consciously bring the microphone closer to them when speaking |
Tends to speak quickly | Make announcements to fill in gaps at key points |
Supporting the software side is also recommended as a way to smooth out the acoustics.
Q&A session with participants
Some events will include a Q&A session with attendees.
If you have a Q&A session, you need to make sure that everyone can hear the questions from the audience.
If there are no wireless microphones available at the participants' seats, other participants will not be able to hear the questions being asked, and the discussion will not be conveyed.
If you are going to have a Q&A session, it is common for the venue to have at least two or more handheld microphones available for people to pass around.
The number and type of microphones you should prepare will vary depending on whether or not you will have a Q&A session.
Additionally, the flow of sound operations will differ depending on whether or not time is set aside for Q&A.
Check the Q&A schedule in advance and plan the necessary equipment and procedures.
The microphone wearer's clothes rub against each other and they change their grip.
Another thing to be careful of when using a microphone is noise caused by the wearer's movements.
When attaching a pin microphone to clothing, you need to be careful about the noise it makes when rustling.
Every time the speaker moves, there is a "rustling" sound caused by the friction between the speaker's clothes and the microphone, and the noise can be surprisingly irritating.
Noise can be particularly noticeable if your costume is made of silk or if your accessories come into contact with the microphone.
One solution is to secure the microphone cable firmly with tape and wear the microphone itself so that it floats above your clothing.
Also, the volume and sound quality of a pin microphone tend to change depending on the direction of your face.
When the speaker turns to the side, their voice often leaves the microphone and suddenly becomes muffled.
When using a lapel microphone, ask the speaker to face the speaker as much as possible.
On the other hand, when using a handheld microphone, you need to be careful about noise caused by the way you hold it or change hands.
If you hold the microphone in a "coupling" position, where your hand covers the grill (the round mesh part at the tip of the microphone), the sound quality will change drastically and feedback will become more likely to occur.
Also, when you switch the microphone from hand to hand while speaking, you may hear a low-pitched impact sound like ``bang.''
This type of impact noise is handling noise caused by the microphone itself picking up vibrations.
To prevent this, you need to make your movements as smooth as possible, or take care to remove the handle from your mouth and change your grip.
In panel discussions where multiple people speak while passing the microphone around, noises such as the sound of the microphone being placed on the table and when it is handed over can easily be picked up.
Participants should be informed in advance of rules such as "mute your device when not speaking" and "do not place devices directly on the table," and the sound operator should also mute devices as necessary to reduce noise.
As you can see, there are surprisingly many problems that arise from the physical handling of microphones.
However, these can all be prevented if you are aware of the precautions and take appropriate measures in advance.
If you have a cabled microphone, tape it down to prevent tripping over it, and if it's wireless, make sure to decide when to replace the batteries in case they run out.
Acoustic considerations for small to medium-sized events
Small to medium-sized events with participants ranging from a few dozen to a hundred or so have different pitfalls than large-scale events.
To ensure smooth running on the day, it is important to keep the following points in mind:
Simple equipment is often not enough
The venue's facilities are a bit unusual
Rehearsal time tends to be short
At LIFE.14, we help you check in advance for oversights that are often encountered at closed events with around 100 people, helping you make time for yourself on the day.
If you have any concerns about the quirks of the venue's equipment or the constraints of rehearsal time, please feel free to contact us.
From here, let's look at some points to note that are specific to small to medium-sized events.
Simple equipment is often not enough
Even if the venue is not large, you should be careful not to assume that the small built-in speakers or a simple portable PA will be sufficient.
Using only the bare minimum of equipment can make it difficult for participants to hear.
For example, if there is only one ceiling speaker installed in a conference room that can accommodate around 50 people, there will likely be a difference in how the sound is heard between the front and back.
If the volume is different between the person in front and the person in the back, it will cause a difference in the transmission of information and cause a lack of fairness.
To make things easier to hear, it's important not just to increase the volume, but also to add more speakers and arrange them in a clever way.
Even in a small space, forcing equipment with insufficient output capacity to be used at full volume can cause distortion and feedback. By selecting equipment with ample output and carefully arranging it, you can create a perfect acoustic system.
The venue's facilities are a bit unusual
Many venues, such as hotels and conference rooms, have permanent sound equipment.
Permanent mixers and speakers are set up to suit the average usage scenario of the venue, so they may not match the purpose and content of the event you are holding.
In addition, there are cases where the equipment is not performing as expected due to deterioration over time or insufficient adjustments, or where the operation panel is special and difficult for external staff to use, making it difficult to use.
No matter how high-performance the facilities, there are still many cases where people bring their own equipment.
This is because equipment that you are familiar with can be set up in less time and is more reliable.
The same is true for corporate events, where you need to decide how much to rely on the venue's permanent facilities.
Rehearsal time tends to be short
For small to medium-sized events, there may not be enough time to rehearse on the day.
For in-house seminars, it's not uncommon to simply do a sound check just before registration begins.
If rehearsal time is short, it will be difficult to thoroughly check the voice quality of all speakers, check the video and audio, and check the operation of various equipment.
To avoid encountering problems during the actual performance such as "the microphone volume is too low" or "there is no sound when playing a video," it is important to make sure to perform high-priority checks within the limited time available.
The key is to do a sound check that covers the key points even if it is short.
When rehearsing, be sure to recreate the loudest and quietest sounds you can imagine.
We test the moderator's microphone, the microphone of the speaker with the quietest voice, and the maximum volume of the music and video audio in order, and adjust the balance and sound quality of each output.
If time permits, we will have staff stand at the back of the venue to check the sound quality, and if there are any problems, we will address them even just before the performance.
Careful preparation is also key to getting through a short rehearsal.
What the event sound engineer should always pay attention to during the event
When people understand what is going on at the site, it becomes easier for them to communicate with each other.
Although sound is often thought of as a backstage job, it is actually closely related to what happens on stage and the overall atmosphere of the venue.
Here are some things that event sound managers should always look for on the day:
Speaker's voice volume and speed
Reaction from the audience
Switch to next speaker and read ahead
LIFE.14 pays close attention to the acoustics and can provide support to quickly respond to changes in the venue or when switching sound sources.
If you are unsure about the operational structure on the day, please consider seeking professional support.
Below, we will explain in detail the points that sound engineers should look out for.
Speaker's voice volume and speed
The volume and speaking speed of speakers and moderators will change depending on the progress of the event and the atmosphere of the venue.
The sound engineer must carefully monitor whether the talker is getting quieter or too loud.
If it's too loud, your ears will get tired, and if it's too quiet, you won't hear the words.
It is important to adjust the faders and amplifiers in real time according to the volume of the performers' voices and maintain the right balance.
Also, pay attention to the speed at which you speak.
If a speaker speaks quickly, especially in a venue with a lot of reverberation, the sounds can overlap and become difficult to hear, so we may give cues as necessary.
On the other hand, if the atmosphere feels too slow and drawn out, we may tighten up the atmosphere by turning up the volume of the background music, etc.
In this way, providing acoustic support that matches the volume and speed of the speaker's voice helps maintain participants' concentration and creates an environment that makes it easy to hear.
Reaction from the audience
You can get some idea of whether the audience is fully concentrating on the content of the lecture by looking at the state of the venue.
If people in the back are leaning forward, they may not be able to hear.
On the other hand, if someone suddenly puts their hands over their ears, you can tell that the sound is too loud.
Other important indicators include laughter and applause.
If you make a humorous comment during a lecture but get little response, it may be that the sound is muffled and not reaching the audience.
If the sound is not reaching the audience, you can improve the situation by adjusting the high frequencies or by changing the microphone position.
On the other hand, if the reaction is greater than expected, you will need to take care to reduce the background music and sound effects so that the next words are not drowned out.
Another thing not to be overlooked is the response to noise.
If you notice that noise is distracting your audience, use a moment of silence to identify the cause and address it promptly.
By surveying the entire venue, sensing reactions, and adjusting the sound, the resulting acoustic environment is conducive to concentration.
Switch to next speaker and read ahead
To ensure the event runs smoothly, sound engineers are constantly thinking about what will happen next.
When there is a change in speakers or when videos or demos start, it is necessary to change the sound system.
If the next speaker is waiting, you should conduct a microphone test in advance, switch to the appropriate channel, and wait.
When the transition from the moderator to the speaker occurs, the speaker's microphone is made immediately available while the moderator's microphone fades out naturally, ensuring a smooth transition.
If you neglect to prepare, you may run into problems such as starting to speak but no sound coming out.
The same applies when switching to video screening.
Check the audio input of the PC and projector in advance and adjust the volume carefully to ensure a seamless transition from human voice to video audio.
It is important to operate the fader at the right time to avoid sound cutoffs or sudden increases in volume.
In this way, the sound engineer keeps track of the schedule, predicts the next development, and connects the program with sound.
Proper switching allows participants to focus on the event without feeling stressed.
If you're worried about the sound quality of your event, let us handle all the technical design for you.
The quality of the sound at an event is not determined solely by the operation of the equipment on the day.
In addition to the conditions for the event, the workload on the day will vary depending on how well you have organized the event in advance.
However, to smoothly carry out everything from preparation to handling on the day, specialized knowledge and experience are required.
LIFE.14 will organize and design all technical aspects, starting with event sound, including video, streaming, filming, and simultaneous interpretation.
It's fine even if the venue conditions and presentation format have not yet been finalized.
If you just share the outline of the event, we will clarify each point that requires professional consideration.
Our company, LIFE.14, has provided technical support for the audio and visual aspects of international conferences and corporate events.
We provide comprehensive support from the preparation stage, including organizing venue conditions and equipment design, leading up to the actual event.
If you have any problems within the company, please feel free to contact us.
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