What sound equipment is needed for an event? We explain the items to check and tips for preventing problems.

1 day ago
15 min read

At corporate events, it's essential that attendees can clearly hear the speakers.

Even if the content is substantial, if the speaker's voice is too quiet, interrupts, or there is background noise, it will be difficult for the audience to understand.

Since the sound system will affect not only those present at the venue but also those watching the live stream and those who will view the archive later, it's important to get the sound system in order as early as possible.

However, event sound systems can seem complicated, and many people in charge become intimidated just by looking at the names of the equipment.

However, the important thing is not to blindly increase the amount of equipment, but to gather what is necessary according to the size of the venue, the number of speakers, and whether or not the event will be streamed.

Understanding the basic configuration and preparing in advance, including connections, power supply, volume, placement, and pre-checks, will help minimize confusion on the day of use.

This article explains the basics of sound equipment that those in charge of corporate events should be aware of, as well as key points to check during preparation.

If you have any problems with the sound system for your event, please feel free to contact LIFE.14.

Basic sound equipment needed for an event

Event sound systems consist of picking up sound, processing it, and delivering it to the venue.

The essential equipment you should have for a corporate event is as follows:

microphone
mixer
Power amplifier
speaker
Monitor speakers

Now, let's look at each role and how to reduce failures in corporate events.

microphone

A microphone is a piece of equipment that acts as an entry point to pick up the voices of speakers and the sounds of musical instruments.

If the sound isn't picked up properly at this stage, it will be difficult to achieve a clear and easy-to-listen sound even with subsequent adjustments using other equipment.

For corporate events, the most suitable microphone shape varies depending on whether the speaker is standing still, walking around while speaking, or wants to keep both hands free.

If you're just speaking from a podium, a stand microphone will suffice.

However, if you're moving around the venue, a wireless microphone is more convenient, while a lavalier microphone or headset microphone is better if you're speaking while holding documents.

Also, microphones have a direction from which they pick up sound more easily.

In situations where you want to minimize ambient noise, a type of microphone that can clearly pick up the speaker's voice from the front is easier to use.

While wireless microphones offer flexibility, it's essential to check the number of microphones needed and the radio signal strength beforehand.

It's important to decide in advance who will need how many copies of the microphone, such as for the moderator, speakers, and for the Q&A session.

mixer

A mixer is a piece of equipment used to adjust multiple sounds together.

It plays a central role in tasks such as equalizing microphone volume, adding background music, and separating the sound for the venue from the sound produced for streaming.

For corporate events, it's not always enough to just consider the sound to be played in the venue.

In addition to the venue speakers, there are situations where you want to prepare separate audio for streaming, recording, and feedback for the speakers.

In that case, it becomes crucial to be able to organize on the mixer side where each sound is going.

In operation, the basic approach is not to turn up the volume high from the start, but to first adjust the input strength and then create the overall balance.

To avoid discrepancies such as the MC's voice being too loud or the video's sound being too quiet, it's better to check the volume differences for each role beforehand rather than frantically trying to fix them on the day of the event.

Power amplifier

A power amplifier is a device that amplifies the processed sound to a level where it can be played through speakers.

If the sound system is not powerful enough for the size of the venue, the sound will not reach the back of the room easily.

However, in venue acoustics, simply increasing the power of the amplifier is not enough to solve the problem.

When sound isn't reaching the desired location, often reconsidering the number or placement of speakers can improve the listening experience more effectively than simply increasing the output.

In recent years, many speakers have built-in amplifiers, which means that an external power amplifier may not be necessary.

The most practical approach to deciding which configuration to use is to consider factors such as the venue size, ease of transport, and power supply arrangements.

speaker

Speakers are the equipment that delivers the processed sound to the actual venue.

The impression of sound that participants receive will change depending on how the speakers are placed and facing.

At corporate events, not only is volume important, but it's also crucial that the sound is easily audible from the front to the back.

If you only play one device at a high volume, it tends to be noisy in front of you, while making it difficult to hear behind you.

When the venue is large, it's better to use multiple speakers as needed to ensure stable sound quality.

The height at which you place it is also important.

If you place the speakers too low, the sound is more likely to be blocked by the person in front of you, so simply raising them to a suitable height with a stand can make a big difference in how well the sound reaches you.

The required size and configuration will vary depending on whether the venue is primarily for talk sessions or if music and sound effects are also important.

Monitor speakers

Monitor speakers are equipment used by speakers and performers to check their own voices and the audio of the proceedings.

Unlike speakers directed towards the audience, these speakers are placed on the stage to make the sound easier to hear.

Even at corporate events, having a feedback loop makes things easier when the MC needs to check the sound in the venue or when coordinating the timing of multiple speakers on stage.

In particular, during panel discussions and presentations that include staging, the ease with which speakers can speak depends on whether or not they can hear the sound.

However, if you turn up the monitor volume too high, it can easily leak into the microphone and cause feedback.

It's important to give back only what is needed to those who need it.

For speakers who move around a lot, or in venues where a large stage area is used, in-ear monitors or other types of monitors that the speaker uses to hear the sound may be used.

Things to check when choosing sound equipment for an event

The necessary sound equipment will vary depending on the content of the event and the venue environment.

The following table summarizes the main conditions, the equipment affected by them, and the reasons why.

conditions	Affected equipment	reason
Venue size	Speakers / Power amplifiers / Mixers	In large venues, volume and coverage are crucial, so the amplifier responsible for output and the speakers responsible for amplification directly influence the result. • The mixer is also involved in adjusting the balance of multiple outputs.
Venue environment	Speakers / Power amplifiers / Microphones	• Speaker output is important outdoors because sound disperses. • Microphone selection is also important because it is affected by wind and ambient noise.
Event details	Microphone / Mixer / Monitor Speakers / Speakers	The required number of inputs (microphones), sound processing (mixer), and the need for performer monitors vary depending on the type of event, such as talk shows, live performances, or ceremonies.
Radio wave conditions	microphone	- Directly impacts the operation of wireless microphones. - Interference may occur due to the surrounding wireless environment.
Wireless equipment frequencies	microphone	Since this relates to the operation of wireless microphones in terms of frequency bands, it is necessary to understand the appropriate bandwidth and operating methods.

When deciding on sound equipment, it's helpful to separate and organize the venue and project requirements from the wireless operation requirements. The points to consider are as follows:

Event conditions (venue, content)
Technical conditions

Checking the venue requirements and event details beforehand will help narrow down the types and number of equipment you need.

From here, we will explain in detail what you should check when selecting sound equipment for an event.

Event conditions (venue, content)

Once the venue and event details are finalized, it becomes easier to see what equipment and how much of it you need to prepare.

The first things I'd like to confirm are as follows:

Venue size
Venue location
Event details

Here, we will explain, in order, the key points you should pay particular attention to when planning a corporate event.

Venue size

The larger the venue, the more difficult it becomes to deliver the same sound to everyone using only one speaker.

This is because sounds tend to be heard loudly only in front, while words are not clearly heard behind.

Therefore, in large venues, it's important to consider not only simply increasing the volume, but also the placement and number of speakers.

By positioning the speakers so that they reach not only the front but also the middle and back of the venue, it becomes easier to ensure consistent audibility throughout the entire space.

On the other hand, even in small venues, we cannot let our guard down.

When there are many participants, the way the sound is heard can change depending on the arrangement of people and chairs.

Instead of relying solely on the venue map, checking the setup while imagining conditions similar to the actual event will help reduce discrepancies in sound quality on the day.

Venue location

The way sound travels differs between indoors and outdoors.

Indoors, sound is easily affected by reflections from walls and ceilings, while outdoors, sound tends to diffuse easily, making it easier for the same equipment to sound weaker.

Outdoors, you'll be more susceptible to ambient noise and wind.

Therefore, in addition to the speaker's performance, you need to consider things like preparing microphones and windscreens that are less affected by wind, and taking measures to protect your equipment from rain.

Furthermore, securing a power source and finding a place to store equipment are also important when working outdoors.

Checking venue rules, noise considerations for neighbors, and even weather forecasts beforehand will help you make more informed decisions on the day of the event.

Event details

The necessary sound equipment will vary depending on the nature of the event.

For lectures and ceremonies, the top priority is that the words are clearly audible.

Furthermore, if video projections or sound effects are included, you'll need to consider how the music and sound effects will be presented.

What I'd like to confirm is the number of speakers, whether there will be a moderator, whether there will be a Q&A session, and whether videos or background music will be played.

If the event is primarily talk-based, you only need to consider the number of microphones required and how well the sound will be heard throughout the venue.

However, in panel discussions, the number of handkerchiefs tends to increase more than you might expect, including those for the moderator, the panelists, and the audience.

Furthermore, for projects that include music and special effects, a system capable of reproducing even low frequencies accurately is necessary.

If you decide beforehand what you want to be the main focus of the event, it will be easier to put together an event without accumulating unnecessary equipment.

Technical conditions

Even if the venue and content are decided, if the wireless operation setup is not properly checked, the sound may suddenly become distorted during the actual event.

The key points to remember are as follows:

Radio wave conditions
Wireless equipment frequencies

Checking these two points in advance will help reduce the likelihood of sound dropouts and interference.

From here, we will explain the technical requirements in detail.

Radio wave conditions

Wireless microphones transmit sound via radio waves, so they are affected by the venue environment.

Even simple factors like the presence of many walls and metal objects in the venue, the amount of stage equipment, and the high volume of people coming and going can affect how radio waves travel.

Therefore, if you're using wireless technology, it's too late to turn it on and test it for the first time on the day of use.

It's important to check how it works at the venue beforehand, and to confirm where you'll use it, what area you'll be walking, and where you'll place the receiver.

Additionally, other wireless devices may be used simultaneously at some venues.

Unexpected interference can occur if video equipment, communication equipment, or other audio equipment are located nearby.

The more wireless cables you use at a site, the earlier you should check them.

At LIFE.14 Co., Ltd. , we provide technical support for corporate events and international conferences, helping organizers determine wireless operation and equipment configurations tailored to venue conditions.

We provide comprehensive services for event video and audio management, including handling sudden equipment malfunctions and arranging necessary equipment.

If the venue has already been decided and you have concerns about wireless connectivity or interference, we recommend that you organize the conditions, consider a realistic operational plan, and consult with a specialist team as early as possible if necessary.

Wireless equipment frequencies

Wireless microphones don't work the same way with all equipment.

The number of units that can be used simultaneously and their ease of use at the venue will vary depending on the frequency band used.

While it may be easy to manage in venues with a small number of speakers, the design becomes significantly more complex as the number of speakers, moderators, audience Q&A staff, and backup equipment increases.

Furthermore, some venues already have bandwidth in use, so simply bringing your own equipment might not provide a stable connection.

Therefore, when choosing wireless equipment, it's important to consider not only the number of units needed, but also the venue, its size, and how many units will be used simultaneously.

For events with a large number of recordings, international conferences, or events involving live streaming, consulting with sound engineers or specialized companies early on can help reduce the need for last-minute changes and rearrangements on the day of the event.

Troubleshooting for event sound equipment

Event sound system malfunctions are best prevented through pre-event checks rather than being dealt with in a panic during the actual event.

The main items to check are as follows:

Measures to prevent connection and configuration errors
Solutions for acoustic placement problems

Now, let's take a closer look at common audio problems that occur at corporate events and how to address them.

Furthermore, we at LIFE.14 Co., Ltd. have been providing on-site technical support, including audio, video, streaming, and filming, primarily for corporate events and international conferences.

We provide comprehensive services that include audio management, online streaming support, equipment procurement, and troubleshooting.

Measures to prevent connection and configuration errors

Connection and configuration issues, while seemingly simple in their cause, can easily have a significant impact on the production environment.

The following are the things I would like you to confirm in advance:

Check if the equipment can be connected correctly.
Check the power supply capacity.
Adjust the volume balance.
Conduct a rehearsal.

Checking these four points in advance will help prevent problems such as no sound during the actual performance.

From here, we will explain in detail how to prevent connection and configuration errors.

Check if the equipment can be connected correctly.

Common reasons for no sound include incorrect connections or incompatible cables.

Therefore, it's important to create a simple diagram beforehand to show which equipment the sound will flow from to which.

Making the connections between microphones, playback devices, mixers, and speakers visible reduces confusion about which plug to use.

Also, be sure to check the shape of the connector and the type of cable.

Because microphone, speaker, and playback device cables use different types of cables, they may not connect directly even if they look similar.

It's a good idea to have all the necessary cables, including adapter cables and spare cables, ready before you bring them to the venue.

If there are wires that cross a passageway, safety considerations must also be taken into account.

Avoid placing the wiring in areas where people are likely to step, and install protective materials where necessary to prevent disconnections and tipping.

Check the power supply capacity.

Even if audio equipment is connected, it won't function stably if there isn't enough power.

A weak power supply can not only cause the sound to suddenly stop, but also lead to noise and equipment restarts.

Therefore, it's important to check not only the number of electrical outlets at the venue, but also which circuit the electricity will be drawn from.

When lighting and video equipment are grouped together on the same circuit, instability can easily occur.

We try to secure separate power supplies for audio equipment whenever possible, and we also make sure to have extension cords and power strips with ample capacity.

Also, you need to pay attention to the order in which you turn on the power.

When turning on power, it's easier to suppress noise if you start with the "upstream" components such as microphones and mixers, and then turn on the "downstream" components such as amplifiers and speakers last.

Conversely, when turning off the power, the basic rule is to turn it off sequentially from the downstream side.

Sharing these basic procedures in advance also ensures safety.

Adjust the volume balance.

If the volume is not properly adjusted, it can lead to problems such as the voice being too quiet, suddenly becoming too loud, distorted sound, and feedback.

The important thing is not to try to make the whole thing big from the start, but to organize it step by step.

First, we adjust the input strength, then we equalize the volume of each microphone and playback sound, and finally we determine the overall volume for the venue.

Discrepancies such as the MC's voice being too loud or the video audio being buried can be corrected during the preparation stage, which will help ensure a more stable performance during the actual event.

To prevent feedback, the direction and distance between the microphone and speaker are also important.

By avoiding increasing the volume unnecessarily and instead slightly reducing the frequencies that are too prominent, you can create a more natural and comfortable listening experience.

Conduct a rehearsal.

The most effective way to check things before the actual performance is to set aside time to actually play the sound and test it.

The way things sound can change depending on whether the venue is empty or after people have entered.

Furthermore, the necessary adjustments will vary depending on the speaker's speaking style and positioning.

During rehearsals, check each point one by one: whether the microphone is working properly, whether the playback sound is coming through, whether the signal is being sent correctly to the stream, and whether the monitor sound is audible.

Additionally, reviewing the speaker's walking position and the flow of passing the microphone during the Q&A session will help reduce confusion during the actual presentation.

Even with all the necessary equipment, there are many things you can't know until you actually make some noise and check it.

Even with limited time, it's essential to make sure you complete at least the minimum necessary checks.

Solutions for acoustic placement problems

Even with the same equipment, the way it's placed can change how it sounds.

The key considerations for placement are as follows:

The speakers should be positioned at a height and orientation that allows them to reach the entire audience.
Place the microphone in a position where it is less likely to pick up sound from the speaker.
The monitor should be adjusted to a position where the performer can hear easily and sound does not easily leak into the microphone.
Wiring should be neatly organized, avoiding areas with heavy foot traffic.
In large venues, the number of units is divided to reduce sound unevenness.

Simply rearranging the seating arrangement can sometimes improve the overall audibility of the venue.

The main speakers must be positioned so that the sound reaches not only the front seats but also the back seats.

If placed too low, the sound is easily blocked by people in front of you, so find an appropriate height and adjust the angle so that it faces the audience.

In a large venue, playing loud music from one location can easily cause the front to become too noisy, so it's easier to control the sound by using multiple speakers as needed.

Placing the microphone too close to the front of the speaker can easily cause feedback (howling).

It's important to try to speak as far back as possible from the speaker and to check the positioning, including the direction, to be the same as the actual performance. Sometimes, even a slight change in angle can make a big difference.

Monitor speakers should be placed in a position where speakers and performers can easily hear their own voices.

However, if you turn the volume up too high, the sound will be more likely to be reflected back into the microphone, so it's important to only return the necessary amount.

If there is a lot of movement on stage, the placement of the props will be determined taking into account the performers' positions.

Finally, you need to consider the wiring as part of the overall layout.

Running wiring across passageways and doorways can cause snags and disconnections, so caution is necessary.

It's important to organize the wiring to avoid crowds and place the equipment stands in stable locations to prevent them from tipping over.

The placement is not just a matter of appearance; it affects both how well you can hear and safety.

Walking around the venue before the actual performance makes it easier to spot subtle inconsistencies in the sound that might otherwise go unnoticed.

Ensure your event is a success with the right sound equipment! If you have any concerns, consult our professional technical team.

What's important in event sound is not the number of pieces of equipment, but how they're arranged to suit the venue and the event's theme.

Even with microphones and speakers, the setup will vary depending on the size of the venue, the number of speakers, and whether or not the event will be streamed.

Problems such as difficulty hearing the sound or interruptions can occur not only due to insufficient equipment but also due to inadequate preparation.

Wireless equipment, in particular, becomes much more stable if you decide in advance how many units to use and how to use them.

On the day of the event, problems such as no sound due to incorrect connections, unstable equipment due to overlooking the power supply, and feedback or distortion due to insufficient volume adjustment are more likely to occur.

Furthermore, we sometimes see situations where insufficient rehearsal time prevents performers from adapting to the actual performance, or where equipment placement is incorrect, resulting in inconsistent sound quality throughout the venue.

Organizing things in advance will help prevent you from panicking during the actual event.

We at LIFE.14 Co. , Ltd. provide technical support, including audio, video, streaming, and photography, for corporate events and international conferences.

We have a system in place that allows us to oversee and organize everything from the selection of sound equipment to designing the configuration according to the venue and operating it on the day of the event.

Sharing even partial information about the venue size, number of speakers, and number of wireless cables as early as possible will help us organize the necessary equipment and points to note.

If you have any concerns about selecting sound equipment or the flow of the event on the day, it's best to consult with our technical team from the preparation stage.

Let's prepare our systems in advance so that we can calmly respond to any unexpected situations on the day.

If you have any concerns about the sound equipment for your event, please feel free to contact us.