A Beginner's Guide to Flawless Audio: Setting Up Microphones for Your Next Corporate Event
- Ben from The Masons Table
- Jun 15
- 5 min read
From presentations to panel discussions, ensure every word is heard with this straightforward guide to microphone setup for presentations and corporate gatherings.
So, you're on the events team and have been tasked with audio setup. It might seem daunting at first, but with a little know-how, you can ensure your speakers are heard loud and clear. This guide will walk you through the essentials of setting up microphones for a professional and seamless corporate event.
At some venues, you may be able to hire professional AV support. At The Masons Table, basic support is included in all AV speaker and microphone rental packages, and additional support is available. Explore The Masons Table's AV rental offerings here.
Step 1: Know Your Microphones
First things first, let's familiarise ourselves with some common microphone types you'll encounter in a corporate setting:
Handheld Microphones: A versatile option, these are perfect for Q&A sessions, panel discussions where the microphone needs to be passed, and for presenters who like to move around the stage. They come in both wired and wireless varieties.
Lapel (or Lavalier) Microphones: These small, clip-on mics are ideal for presenters who need their hands free and want a less obtrusive look. They are almost always wireless and require a battery-powered transmitter pack that the speaker can clip to a belt or place in a pocket.
Headset Microphones: Similar to lapel mics, these provide hands-free operation but with the microphone positioned closer to the mouth. This can be beneficial in noisy environments as it reduces the pickup of background sound.
Podium (or Lectern) Microphones: These are typically found in larger, more formal venues, and are great for keynote speakers and formal presentations. They are typically condenser microphones, which are highly sensitive and capture clear, detailed sound. Most are "gooseneck" style, allowing for easy adjustment.
The Masons Table has wireless Handheld, Lapel and Headset microphones available for hire for your next corporate event.
Step 2: The Pre-Event Checklist
To ensure that your microphones are prepared for your event - and to avoid embarassing audio issues, or worse, a microphone failure - a thorough sound check is crucial before your guests or stakeholders arrive at your corporate event venue. Here's a simple checklist to run through:
Fresh Batteries are a Must: For all wireless microphones (handheld, lapel, and headset), start with a fresh (or freshly recharged) set of batteries. Have spares readily available.
Cables: Inspect all cables for any visible damage. Ensure they are securely plugged into both the microphone (if wired) and the sound mixer or speaker system. On an audio mixer, you
Test Every Single Microphone: Don't assume a microphone works just because it's plugged in. Test each one individually. Speak into it at a normal volume to check the sound level.
Placement is Key:
Podium Mics: Position the microphone approximately 6-8 inches away from the speaker's mouth and slightly to the side to avoid "plosives" (puffs of air from "p" and "b" sounds).
Lapel Mics: Clip the microphone to the speaker's clothing, about 6-8 inches below their chin. Avoid placing it where clothing or jewellery can rub against it.
Handheld Mics: Instruct speakers to hold the microphone about 3-6 inches from their mouth and to not cover the grille with their hand.
Step 3: Mix to Perfection
Your mixer is the heart of your sound system. Don't be intimidated by all the knobs! For a basic setup, you only need to focus on a few key settings for each microphone channel.
1. Set the Gain (Input Level): This is your most important adjustment. Gain is not volume; it's the sensitivity of the microphone input.
Have your speaker talk into the mic at their normal presentation volume.
While they're talking, turn up the Gain knob for that channel until the signal meter lights up consistently in the green and occasionally flickers into the yellow on their loudest words.
The golden rule: If the light hits red, the sound is distorting (or "clipping"). Back the gain down immediately. A strong, clean signal that never hits red is your goal.
2. Use the EQ (Equalizer): EQ shapes the tone of the voice. Start with all the EQ knobs (usually High, Mid, and Low) at the 12 o'clock position (neutral).
Low Cut / High-Pass Filter: This is your best friend. Engage this button (it often looks like a downward ramp) to cut out low-frequency rumble from stage vibrations, air conditioning, and mic handling. It instantly cleans up the vocal sound.
For a typical voice: If it sounds "boomy," slightly turn down the Low knob. If it sounds harsh or sharp, slightly turn down the High knob. Make small adjustments.
3. Apply Compression (if available): A compressor automatically evens out the volume, making quiet parts a bit louder and loud parts a bit softer. This is great for dynamic speakers. On mixers like the ProFX series, it's often a single knob. Turn it up slowly while the person is talking until their voice sounds smoother and more consistent, but not squashed or unnatural.
4. Avoid Effects (FX): Your mixer might have built-in effects like reverb or delay. For spoken-word presentations, you want a clear, direct sound. Make sure the FX knob for each vocal channel is turned all the way down.
5. Set the Channel Fader (Volume): Once your Gain, EQ, and Compression are set, use the main channel fader (the sliding knob) to bring the microphone's volume up to the desired level for the room. This is what the audience actually hears.
Step 4: Soundcheck and Final Adjustments
This is the final step, and where you fine-tune the audio to perfection.
Walk the Room: Have someone speak into each microphone while you walk around the event space. Are there any "dead spots" where the sound is weak? Adjust speaker placement or volume as needed. It can also help to play some background music, to check for speaker placement and volume level for the audience.
Watch for Feedback: That high-pitched squeal is your enemy. Feedback occurs when the sound from the speakers is picked up by the microphone, creating a loop. If you encounter feedback, try moving the microphone further away from the speakers or slightly reducing the microphone's volume.
Brief Your Speakers: Before they go on stage, take a moment to show your presenters how to use their assigned microphone. For lapel mics, show them where the mute button is on the transmitter pack. For handhelds, remind them of the proper holding distance.
By following these steps, you'll be well on your way to a successful event with crystal-clear audio. Remember, preparation is the key to a stress-free event day.