Renting a PA for a banquet or fundraiser: a checklist
What to know before you rent a PA for a banquet, fundraiser or conference: guest count, microphones, power and the day-of timeline.
Most banquets, fundraisers and conferences need the same thing from their sound: every word heard at every table, microphones that work the first time, and no feedback during the big speech. Here's what to sort out before you call anyone for a quote.
Questions to answer first
- How many guests, and roughly how big is the room?
- What's happening? Speeches only, speeches and background music, a live band, video with sound?
- How many people will talk, and will more than one be on a microphone at the same time (a panel, an emcee and a guest)?
- Where will people speak from? A podium, a stage, walking around the room?
- Indoors or outdoors?
- When can we get in to set up, and when does the room have to be empty?
The answers decide how many speakers and microphones you need, and they're what any good rental company will ask.
How many microphones
Count every person who'll speak, then add one. Someone always gets added to the program at the last minute. For a panel, give each panellist their own microphone rather than passing one along the table. Lapel (lavalier) microphones suit speakers who walk around; handhelds are easier to pass and harder to get wrong.
Speeches and music need different things
Clear speech in a big room comes from enough speakers placed so the back tables hear as well as the front, not from turning it up. Live music needs more power and a soundcheck with the band. If you have both, plan for the music and the speech will be fine.
Power
Ask the venue where the outlets are and what's on the same circuit. Outdoors, plan power before anything else: how far the stage is from an outlet, whether you need a generator, and how cables will cross walkways safely.
The day-of timeline
- Setup: before guests arrive, with enough time left to check everything.
- Soundcheck: every microphone, every speaker, and any video with sound, before guests arrive.
- During the event: someone should be at the mixer the whole time, not just at the start.
- Teardown: after the room clears.
What to ask a rental company
- Do you just drop off the gear, or set it up and run it?
- Who's running the board during the event?
- How many wireless microphones are included, and are there spares?
- Is a power plan part of the quote for outdoor events?
When you rent from us, we set up, soundcheck, run the show and pack it out, and the person you talk to is the one running the board.
Planning an event? Send us the details.