Conference Audio

[brettuk]

Hi All,

 

I've been given the task of spec'ing up some audio equipment for a conference towards the end of the year.

 

While I do have a background in voluntary radio and some very limited sound engineering, so I have a pretty good idea on how to set things up, and what equipment we'll need, I'm not so hot on knowing what is good for our needs, what power of speaker to get etc, and I'd love to get some opinions from real sound experts on if my thinking is correct.

 

To give you a bit of background, the event is expected to recieve around 120 people in the audience, and will be a variety of different events happening on the day, from just straight standard lectures/talks, to a Q/A session and awards.

 

So I was thinking of a set up which involved 4 wireless mics (isn't that the limit for unlicensed use in the UK anyway?), maybe a 3/1 or a 2/2 split between lapels/handheld - lapels for the main hosts/speakers and handheld which will be useful for audience Q/A and awards etc. Along with 4 wired mics (Shure SM58s?), 3 for backup purposes (in case the wireless mics fail), and one to try to pick up audience sound for a recording, we were looking at maybe the Sennheiser Freeport Presentation Wireless Mic/Sennheiser Freeport Handheld Vocal Wireless Mic Set if we decide to buy or the Sennheiser EW500 if we decide to hire. Are there many differences between these two mics? Obviously one is more advanced, but will this be noticable?

 

As far as mixer goes, we need something which can output the main speaker feed with mics and interval music, along with a mic only feed and a seperate audience only feed for recording (with the final mixing being edited at a later date). Most mixers should be able to handle this I believe, for example the Yamaha MG166CX.

 

We'll need a external sound card for the laptop to record two inputs, something like the Numark Stereo I/O DJ Interface, and as for speakers (which we may not need depending on if the venue has their own) would two Studiospares Fortissimo 15A Active be suffient? Or is it worth hiring better speakers?

 

Finally hire vs buy. We're considering buying as we intend to hold more events of this kind in the future, and so making an investment might be the better option. However obviously with buying we're probably going to end up buying equipment that isn't as good as what you can get if you hire, so what would you do?

[MarkBarl]

Why not just outsource the entire setup? There are many companies and individuals (Lots on this site) who already have all the equipment that will be needed of far better quality than you would want to purchase who do this day in day out and would be able to do this.

 

Edit for spelling.

[dunk_1984]

Contract the job to a hire company. It's what they do, they'll be able to answer all your questions and deal with all specific requirements.

[brettuk]

Hi,

 

Thanks for the replies. This is one of the options I'm perusing, I personally am quite keen to handle the specification over to a specialist, to make sure everything is perfect for our needs, but I know my company is keen to do it in house, so do you have any suggestions in that regard?

 

Thanks,

[beware]

If other conference centres work the way ours does (I work at Scarman House, Warwick Conferences), contact your sales team at the venue. They probably have a tame AV hire company that's done the same thing many times in the centre, so will know the ins and outs of the system. Ours is Saville AV.

[RichM]

Another vote here for getting in a professional AV company. I, or many others on here I'm sure, would be glad to help you out.

 

You'll get better results, better kit, professional operator etc etc

[Matt Riley]

We'll need a external sound card for the laptop to record two inputs, something like the Numark Stereo I/O DJ Interface, and as for speakers (which we may not need depending on if the venue has their own) would two Studiospares Fortissimo 15A Active be suffient? Or is it worth hiring better speakers?

 

Finally hire vs buy. We're considering buying as we intend to hold more events of this kind in the future, and so making an investment might be the better option. However obviously with buying we're probably going to end up buying equipment that isn't as good as what you can get if you hire, so what would you do?

 

Just a couple of things to pick up on - like you I would farm it out if I could, however if the powers that be decide to buy the kit, then what can you do?

 

Speaker wise - often for this kind of conference setup a hire company would use 4-8 small speakers like PS8s or E3s discreetly placed around the room and delayed accordingly so the sound is aligned instead of a couple of big ones to ensure even coverage with a lower chance of feedback. Certainly I would consider speakers between 8-10" as the maximum size I would be speccing. Something like the box pro 110ma or RCF Art 310awould be the sort of box I would consider for this application on a budget.

 

In terms of mixers etc, unless you get something like an 01v96 digital mixer then you would very much benefit from purchasing some decent graphic equalisers and/or a system controller to do EQ and delay as the channel strips on cheaper desks are rarely precise enough to prevent feedback. Also you could solve your soundcard problem by buying something like the yamaha mg166c usb which appears as a usb soundcard so you can record/playback on your laptop without buying any more boxes.

 

WRT mics, Freeport will be fine- although remember if you use all 4 channels you've got nowhere else to go when the bingo hall next door starts calling out the numbers. Also make sure that you use cardiod lapel mics or headsets instead of the more common omni pattern for an easier life! Having SM58s as a backup sounds like a great idea. You could also use them on short table stands for a question time style format.

[haymere]

Brett if you state where you are someone will probably be able to recommend a company

[d.breeze]

4 wired mics (Shure SM58s?), 3 for backup purposes (in case the wireless mics fail), and one to try to pick up audience sound for a recording

 

Just to pick up one another point, the fact that you are suggesting using an SM58 to record ambient room noise would suggest you don't currently poses enough knowledge to specify an entire system for this event. I will second what everyone else has said and suggest you get a local firm to supply the kit. If your client is keen on pruchasing as opposed to hiring then still speak to a local firm's sales department, get them to specify the system then buy it off them for this job and keep it for others in the future. If you go with hire and you're keen to operate the whole show just ask them for a dry hire and you can still provide the techs yourself.

[Bobbsy]

I don't think you have enough knowledge of the event to spec it properly--and, if it's like a lot of conferences I've worked on, trying to nickle and dime it so you can buy rather than rent gear could be a huge mistake.

 

A few things that jumped out at me:

 

-use of only four unlicensed radio mics. Depending on the event, this may not be enough. Also, depending on the venue, there could be three other conferences in adjacent rooms. Frequencies need coordination and, quite likely, licensing.

 

-Video. You don't mention it but live video cameras as well as playback from a computer are very normal.

 

-Speakers etc.: Impossible to spec without knowing the room. A single pair may be enough or you may need multiple small ones with delays to keep level down and intelligibility up

 

-Recording: A Numark DJ interface? Really? You mention "the computer"--what if you also need playback at the same time as recording? You may need several. As others have said, you need to think about miking for this.

 

I don't want to be too much of a downer, but conferences can be anything from very straightforward to quite tricky with really picky clients. You need to ask a lot more questions and not assume that cheap basics are enough. Frankly, the experienced professional company sounds the way to go.

[brettuk]

Hi All,

 

Thanks for the replies so far. I will admit that I've had limited experience with live event sound engineering, and have not had to spec up something like this before. My background is in radio, which as I'm sure you all know is a vastly different sound situation, and am used to spec'ing up radio stuff, but not this kind of PA system. I was asked to help out with this as I'm the only one within the company who has had any experience of audio. Admittedly, I am lost when it comes to talk about using time shifted speakers! Won't using speakers dotted around like that be a bugger when doing Q&A with a mic amongst the audience for feedback?

 

There was reference to mic licensing, if using more than 4. If hiring an external company to install sound, would this be something they would arrange for the event, or would we ourselves have to get licensed for the event?

 

The event is going to be held in London, however my company has shown interest in hiring locally and transporting the equipment ourselves, we're based in the Ludlow area. I however personally think we should hire close to the venue, as it will be cheaper, and allow the company to install the kit for us. But I think the worry is that we are unable to inspect the kit ourselves before hand, I'm not sure this is a valid worry however. I'm open to quotes for both buying kit and hiring. I can provide more details via PM is needed.

 

Thanks

[Biro]

Again, I would suggest giving it to an alternate company.

 

Don't really want to also jump on the bandwagon, but the Freeports you may struggle with - On a complete side note they have bought out a newer version of the Freeport so if your considering buying...

 

 

As the person above me mentioned, they can get very complicated for such minor things, but stuff like recording a presentation is a common one (VGA Split), where the next slide actually moves on, hiding the cables, lecterns (!!) etc etc all coupled with the fact that you should assume No One knows how to use a microphone or has any understanding of what you are doing there.

 

They tend to throw things at you at the last min, things that we would find trivial but you might not have that one cable that you need to do it.

 

 

The most difficult part I find is trying to get enough volume to amplify voice without making it sound like its being massively amplified. Graphic EQs are a MUST or if your blessed with a digi console then that will always be better than having a rack load of outboard (small conference room, small footprint) - and as someone has mentioned, small cabinets are a must. We use EAW JF88s, brilliant box and designed exactly for this.

 

With most conferences starting at 9 AM in the morning, setup needs to be sharp and does not allow for time for you to play with new kit, or even unbox it etc etc.

 

 

Thats all conference... you mention awards as well? Do you have stings (the bit of music that plays when you win an award) ? Now you might have to add subs to get that "impact" when you play the sting?

 

 

 

 

Would seriously consider giving this to someone else. If you do it wrong, they will just look elsewhere. They don't have time to listen to your apology when it feeds back all throughout the day.

 

State your location and we can recommend someone.

 

On the other side.. I like your pioneering spirit and not wanting to turn away work!

[brettuk]

On the other side.. I like your pioneering spirit and not wanting to turn away work!

 

I'm just an employee here :P

 

Thanks for your comments though, I'll try and push harder for us to get an external company to do the sound, but alas it isn't up to me.

[gordontech]

I work for a hire company fairly near london so I am more then happy to help out or quote for the job. I can also reccomend companies (including my one) who will talk you through stuff rather then shoving whatever they have a reasonable hire charge on in your face and saying you need it. (sadly some do)

 

 

Your on the right track with the questions your asking and your enthusiasm. All you need is someone with experience to spend 5mins chatting to you and you'll have a definate idea in terms of kit.

 

As for buying kit it completely depends on your area. In london you are better linking yourself to a good quality hire company untill your very regular events as most are happy to have and discount fairly regular clients. Renting short/mid term means you can build up your knowledge and see what the people who are longer in the tooth use for the job and how they use it. If your in the sticks and there may be "dj derek" down the road but thats it, if you work out the kit right you could create yourself a market with parties and functions in the area.

 

 

 

PM me if you need a hand.