From a meeting room and a tented area
The project photographs from the Bukit Asam Regular Management Meeting in Jakarta (10 August 2026) show table microphones and an LED screen. The photographs from DWP Mengajar: Getting to Know Our Heroes show a stage and speakers under a red-and-white tent, and a digital audio mixer at the operator position. A meeting with many speakers and an event under a tent call for different audio approaches. This guide helps you set out your needs before requesting a sound system hire quotation.
Start with the event format
Audio needs are driven mostly by what people will hear. Speeches and panel discussions prioritise speech clarity; a band or DJ needs low-frequency coverage and monitors for the performers. Mixed formats, such as a seminar followed by evening entertainment, should be mentioned from the start so the equipment plan and soundcheck schedule cover everything. Write a rough rundown, even if it is not final. This helps the technical team choose speakers, microphones, and monitors that suit each segment of the programme.
- Speeches, panels, or audience Q&A.
- Background music, video playback, or live performance.
- Recording, live streaming, or interpretation needs.
Understand the venue
Room size, ceiling height, and wall materials all affect how sound reflects. A long ballroom may need additional speakers further back so distant guests hear clearly without the front being too loud. Under a tent or outdoors there are no walls to reflect sound, while wind and surrounding noise also play a part. Share the floor plan, dimensions, and venue photos with the technical team so speaker placement can be planned before the event day.
Count microphones and plan the operator position
Count microphones by how many people might speak at the same time, not only by the number of names on the rundown. U-shaped meetings and plenary sessions usually use table microphones; panels and MCs often use handheld or clip-on microphones. Plan spares for Q&A. The operator and mixer position should have a direct view of the stage and hear roughly what the audience hears. Also ask the venue about power capacity and the available outlets.
- Number of speakers on stage and at delegate tables.
- Microphones for Q&A, plus spares.
- An operator position that does not block guests.
Send one audio brief
Combine the date, venue, access times, expected guest numbers, floor plan, rundown, and list of speakers or performers in one document. Mark which parts are confirmed and which may still change. Schedule a soundcheck and technical rehearsal before guests arrive. Princess sales prepares a sound system hire quotation after these requirements have been discussed with you. If the venue has its own in-house sound system, mention it so the split between venue equipment and hired equipment can be agreed early.
