Sound for a conference or speech: the practical guide

What do you need to set up sound for a speech?

Conference sound is simpler than party sound: you are amplifying a voice, not loud music. But it has to be flawless, because every word counts. The set-up always consists of the same elements:

• The microphones, which pick up the voice: one per person speaking at the same time, plus a spare.
• The mixing desk, which sets the level of each microphone and blends the voice with the sound from the computer (videos, jingles).
• The speakers, which project the sound into the room.
• The technician, who sets up, runs the sound check and monitors the levels throughout the session.

Many seminar venues already have a built-in sound system and two wireless microphones, such as the Espace Soleil at the Cercle des Nageurs on the Corniche. Check what is provided before hiring anything, and ask to test the venue’s equipment: a built-in system is not always suited to a full room.

Which microphone for which use?

For a panel discussion, give each speaker their own microphone rather than sharing a handheld one: the conversation flows more naturally and nobody speaks off-mic. For audience questions, plan one or two roaming microphones and someone to carry them.

How many speakers does a conference room need?

There is no universal rule: it all depends on the shape of the room, the ceiling, the materials and the background noise. A few practical benchmarks:

• For up to around a hundred people in a standard meeting room, two powered speakers on stands, placed either side of the stage, are generally enough. Our DJ Ambiance package, for example, includes two speakers for 150 people.
• For a long room, add a pair of delay speakers halfway down, with a slight delay, so the back row hears as well as the front without deafening those at the front.
• Outdoors or on a terrace, sound gets lost: plan more power and keep an eye on the wind.
• In an auditorium, use the installed system and the venue’s own technician.

Always place the speakers in front of the line of presenters, facing the audience: it is the first line of defence against feedback. If the room also plays videos with music, a subwoofer makes a clear difference to the sound.

Do you need a technician?

For a simple five-minute welcome, a microphone plugged into one speaker may be enough. As soon as there are several speakers, videos, a panel discussion or an audience of more than 50 people, a technician becomes essential. They run the sound check before the audience arrives, switch microphones on and off at the right moment (an open mic picking up a backstage conversation is a classic), play the videos and react within seconds if there is a problem.

How to prepare for the day?

1. Send the running order to the technician: order of speakers, number of people speaking in each segment, videos to play.
2. Schedule a sound check at least an hour before the doors open, with the main speakers if possible.
3. Test the presentation laptop connected to the sound system: video sound is often forgotten.
4. Brief the speakers: hold the microphone close to the mouth, do not tap it to test it, do not walk in front of the speakers.
5. Keep a spare microphone switched on and muted at the control desk.

What about music between presentations?

A silent room during the welcome or between sessions feels empty. Discreet background music as the audience arrives, a short jingle to introduce each speaker and walk-out music at the break give the day its rhythm. Prepare them with the technician: an approved playlist, files named in the order of the running order, and a volume low enough for participants to talk to each other. If an evening party follows, the same system can be used by a DJ; often all you need to add is a subwoofer and dance floor lighting.

What about a hybrid or filmed event?

If the conference is streamed by video call or filmed, the room sound also has to feed the camera or the streaming computer. The mixing desk provides a dedicated output; include it in the quote from the start, along with a videographer if you want a film of the presentation. For the visual side, see our article on screens and video projection.