Planning an event can feel exciting… until the audio part hits. Suddenly, you’re bombarded with unfamiliar gear names, random acronyms, and AV companies tossing around terms like “line array” and “DSP processing” like it’s everyday talk. You’re comparing quotes that range from suspiciously cheap to shockingly high. And through it all, you’re just trying to make sure your audience can hear clearly and stay connected.
You’re not an audio technician, and you’re not supposed to be. You’ve booked the venue, circled the date, and now it’s time to tackle the sound. But the more you dig, the more complicated it gets. That’s when the questions begin.
- What do I actually need?
- Which brands are worth it?
- Do I rent or buy?
- What’s the difference between a PA system and a line array anyway?
- What even is feedback, and how do you stop that awful screech?
Then the stress starts creeping in:
- What if the sound cuts out mid-event?
- What if no one’s there to fix it?
These are the points where most organisers freeze, not because they don’t care, but because they care too much to get it wrong. The stakes are high. One crackling mic or a muffled speaker can derail everything you’ve worked so hard to build. But don’t worry. You don’t need to become a sound guru.
And that’s exactly what this blog is here to help you:
- Choose the right audio equipment.
- Match it to your venue and audience.
- And protect your event from the kind of sound disasters that keep organisers up at night.
Ready to cut through the confusion and get it right from the start? Let’s break it all down.
UNDERSTAND YOUR SPACE
Before you even consider gear, get to know your venue. Sound interacts differently in every space. Here’s what to inspect:
- Is the venue indoors or outdoors?
- Does the sound echo a lot?
- Are the ceilings high? Are there hard surfaces?
- Is there background noise (such as traffic or AC hum)?
- How many people do I need to reach?
A carpeted small room is going to act differently than an enormous glass-panelled hall. Outdoors, you’re dealing with natural reverb, wind, open air, and no walls to bounce sound off. All of these factors influence how many speakers you’ll need and where to place them.
| Pro Tip: Walk through the space. Clap. Speak. Listen. The space will tell you a lot about what you’ll need. |
MATCH EQUIPMENT TO THE EVENT TYPE
Not all events need the same sound setup. A wedding isn’t a product launch. A panel discussion isn’t a DJ set. Prioritise your event’s needs, not the size of your venue.
- Weddings: Wireless handheld microphones for speeches, small speakers for music, no tangled wires.
- Corporate Events: Lapel or headset microphones for speakers, ceiling speakers, or PA systems for a clear voice.
- Live Performances: Monitor audio for performers, mixers, subwoofers, and mic choices for instruments.
- Panel Discussions: Several wireless mics, suppression of feedback, and easy-to-use mixers.
- Outdoor Events: Battery back-up, weather-resistant gear, speakers with greater throw.
Make your equipment decisions based on how many people will be listening, not just how many are attending.
KNOW YOUR CROWD SIZE
Audience size counts. Don’t expect two little speakers to fill 500 people. If your system is underpowered, you’ll be turning it up and making the sound distort. That’s when it becomes painful.
Scale up your setup instead:
- Fewer than 100 people? Small powered speakers may suffice.
- 300–500? Add more speakers and a simple mixer.
- 300+ or outdoors? You’re looking at a distributed speaker system or line array, with monitors, subwoofers, and deep planning.
Always allow headroom. It’s better to run your system at 70% than red-lining it at 100%.
PRIORITISE THE MIXER
If mics and speakers are the arms and legs, the mixer is the brain. It balances sound levels, controls what goes where, and stops feedback before it starts.
Even for small events, a basic mixer helps you:
- Control volume for music and speech separately.
- Tweak tones if a voice is too sharp or too deep.
- Prevent those painful “squealing” moments from mic feedback.
Don’t overlook it. A good mixer means less stress and more control.
SPREAD YOUR SOUND (DON’T JUST CRANK IT)
A single speaker in a corner at full volume doesn’t cut it. You need to have even sound throughout the room. That requires:
- Positioning several speakers wisely.
- Standing on stands to hold them above their heads.
- Directing speakers slightly downward toward the listeners.
- Adding extra speakers to the back for large venues.
BE INNOVATIVE WITH WIRELESS
Wireless mics and equipment look tidy, but they can backfire. Batteries die. Signals drop. Interference happens. If you go wireless (and you probably will), always:
- Carry spare batteries.
- Keep a backup wired mic.
- Test all channels before guests arrive.
One dead mic during a keynote is all it takes to derail the moment.
TEST BEFORE YOU STRESS
This is where most events go wrong: no soundcheck. You MUST test everything before go-time. Walk the venue. Speak into every mic. Play music. Have someone get up on stage and talk while you walk through the crowd area.
You’re listening for:
- Dead spots (places with little to no sound).
- Feedback (that awful squeal).
- Uneven volume (too loud in front, too quiet in the back).
Professionals do it every time. You should too. And if you’re working with a team like EMS Events, they’ll do it for you.
RENT. DON’T REGRET
Unless you’re running weekly events with the same setup, renting is a better option. Purchasing equipment equals initial expenses, storage, shipping, insurance, maintenance, and hoping it still works when you need it.
When you rent, you:
- Receive the proper equipment for that particular event.
- Have access to the latest, well-conditioned equipment.
- Steer clear of technical issues that accompany old or incompatible setups.
- Usually include setup, delivery, and on-site assistance.
This is where EMS Events in London comes in. Their team doesn’t just rent gear. They help you plan the setup, install it right, and stay during the event to make sure everything sounds perfect.
BUDGET SMART, BUT DON’T GO CHEAP
AV is usually one of the final additions to the budget. But it’s also one of the most memorable when it goes bad. So, be practical, but don’t just go for the cheapest. Cheap equipment tends to have:
- No spare equipment.
- Untrained operators.
- Poor performance under stress.
Your smartest move? Be honest about your budget. A reputable AV provider will craft a configuration that meets your price point without compromising on quality.
HIRE PEOPLE WHO SPEAK HUMAN, NOT JUST TECH
This is a problem for many organisers. You sit down with an AV crew, and they begin spouting language like “compression thresholds” and “phantom power.” You’re just trying to understand why the mic sounds off, all this time.
A good AV crew won’t confuse you. They’ll take what you want to accomplish and figure out the technical solution. You say, “I want this person to sound clearly from the back of the room.” They say, “Excellent, here’s the microphone and speaker combination that will make it happen.”
EMS Events understands this. We’ve done everything from quiet meetings to enormous fashion shows. Our role is to simplify your work, not complicate it.
YOUR AUDIO CAN’T BE AN AFTERTHOUGHT
Audio doesn’t just support your event, it delivers it. Without it, your message is lost, your performances fall flat, and your audience checks out. Great sound connects. It moves. It matters.
Whether you’re organising a 50-person workshop or a 2,000-person conference, make audio a priority from the start.
Your last-minute audio checklist:
- Walk the venue again with your AV team.
- Test everything the day before, not on the day.
- Label all mixer inputs clearly.
- Always have a backup mic.
- Train one team member for quick resets.
If you’re planning an event in London and want to stop the guesswork from sound, go with someone who understands how to manage it. In London, EMS Events is relied upon for just that. Our experienced team will create, provide, and operate the ideal setup, leaving you free to concentrate on the moments that count.
So, why wait? Call us and book top-quality audio equipment from EMS Events today.
