Audio Hire for Corporate Events: What Do You Actually Need?

Organising audio for a corporate event doesn't have to mean working out speaker wattages, mixer specifications or microphone frequencies.

What matters is making sure everyone can hear clearly and that the audio supports the event without becoming a distraction.

For a small presentation, that might mean a pair of speakers and one microphone.

A conference, awards night or larger business event can require considerably more: multiple microphones, wireless systems, additional speakers, an audio mixer and someone to operate everything.

The right setup depends on the venue, audience size and what will actually happen during the event.

Here's how to work out what you need.

Start With the Event Program

Before choosing equipment, look at your running order.

Is the event a simple presentation?

Will you have an MC?

Are there multiple speakers?

Will there be a panel discussion?

Can the audience ask questions?

Are videos being shown?

Will you play walk-on music?

Is there entertainment?

The answers determine the audio system much more effectively than simply asking for a "corporate PA system".

A two-hour presentation involving one speaker may need very little equipment.

An event for the same number of guests involving an MC, panel discussion, audience Q&A and entertainment could require several microphones and audio sources.

Start with what needs to happen. Then choose the equipment to support it.

How Many People Are Attending?

Audience size is an important starting point when selecting a PA system.

A speaker setup that works well in a small training room may not provide sufficient coverage for a large function space.

But don't choose the system from guest numbers alone.

Consider:

• room dimensions
• audience layout
• stage position
• ceiling height
• whether guests are seated or standing
• how far the audience extends from the stage
• whether the venue is indoors or outdoors

For larger or unusually shaped spaces, additional speakers can sometimes provide more even coverage.

That doesn't necessarily mean making the event louder.

The objective is for someone at the back of the room to hear clearly without making the sound uncomfortable for guests seated near the front.

Browse our PA hire options to see systems suitable for different event requirements.

What Speakers Do I Need for a Corporate Event?

For speech-focused events, clarity is generally the priority.

Presentations, conferences and seminars don't necessarily need enormous sound systems. They need speakers capable of distributing clear speech throughout the audience area.

Music changes the requirement.

An awards night might use background music as guests arrive, walk-on music during presentations and louder music later in the evening.

If music becomes an important part of the event, particularly where dancing is involved, a more substantial sound system may be appropriate.

Think about the entire event rather than only the first presentation.

Do Corporate Events Need Subwoofers?

Not always.

For conferences and presentations centred almost entirely on speech, subwoofers may provide little practical benefit.

If the event includes:

• entertainment
• a DJ
• dancing
• high-impact walk-on music
• live performances

then adding suitable subwoofers can provide greater depth and impact.

An awards dinner that becomes a party after the formal program, for example, has different requirements from a daytime seminar.

Rather than booking separate systems unnecessarily, consider the most demanding part of the event when deciding what the PA needs to accomplish.

How Many Microphones Do I Need?

This is where corporate audio requirements often expand.

You might initially think:

"We need a microphone."

Then you look at the running order and discover that you actually have:

• an MC
• a keynote speaker
• four panel members
• audience questions
• an awards presentation

Technically, everyone could share one microphone.

That doesn't necessarily mean they should.

Think about how microphones will move between people and whether sharing them will interrupt the program.

Providing an additional microphone or two can sometimes make a significant difference to the flow of an event.

Wired or Wireless Microphones?

Both can work very well.

A wired microphone can be an excellent option when somebody remains in a fixed position.

For example, a microphone on a stand can work well for speeches delivered from the same place.

The Shure PGA48 is a straightforward wired option for speech and general event use.

Wireless microphones become particularly useful when movement matters.

An MC may need to move around the room. A presenter might walk across the stage. Audience Q&A may require a microphone to travel between guests.

In these situations, the convenience of wireless can justify the additional equipment.

Many corporate events benefit from using both wired and wireless microphones rather than trying to make one type handle every situation.

What Microphones Should I Use for a Panel Discussion?

Panel discussions deserve special consideration.

Imagine four people seated on stage trying to share one microphone.

Every time somebody wants to speak, the microphone needs to be passed along the table.

That can slow down the conversation and make spontaneous discussion awkward.

Where the budget and setup allow, providing each participant with access to a microphone can make the session feel much more natural.

It also gives the person operating the sound greater control.

If one participant speaks quietly while another has a very strong voice, their levels can be adjusted individually when the system is appropriately configured.

Once you start adding several microphones, however, make sure the mixer has enough inputs.

Don't Forget Audience Q&A

If audience participation is part of the program, decide how questions will be handled before the event.

A wireless handheld microphone can be particularly convenient.

Someone can carry it to the person asking the question rather than expecting them to leave their seat and approach the stage.

For larger audiences, two wireless microphones can help reduce the time spent moving one microphone from one side of the room to the other.

It's a small addition that can make Q&A sessions run considerably more smoothly.

Do I Need an Audio Mixer?

If you're using multiple microphones and audio sources, probably.

An audio mixer allows the different signals to be connected and controlled individually.

Your corporate event might have:

• MC microphone
• presenter microphone
• panel microphones
• audience microphone
• background music
• laptop audio
• video playback
• entertainment

All of these sources need somewhere to go.

For smaller events, a compact mixer such as the Yamaha MG06 may provide the additional inputs required.

For a conference involving several microphones and sources, a larger mixer may be more appropriate.

When selecting a mixer, don't only count the inputs you need at the moment.

Consider whether another microphone, laptop or audio source could realistically be added as the event program develops.

A little spare capacity can be useful.

What About Videos and Presentation Audio?

If a presentation contains video, don't assume the laptop's built-in speakers will be adequate for the room.

Video audio should generally be connected to the PA system so the entire audience can hear it clearly.

The same applies to:

• presentation sound effects
• walk-on music
• prerecorded announcements
• remote participants
• other media

Tell the audio supplier about these sources when planning the system.

That ensures the appropriate connections and mixer inputs can be included from the beginning.

Do I Need Music for a Corporate Event?

Even events centred on speeches often use more music than organisers initially expect.

You might want:

• background music as guests arrive
• music during breaks
• walk-on music for presenters
• award presentation music
• background music during meals
• music after the formal program

These requirements don't necessarily mean you need additional speakers.

But they do mean music playback needs to be considered when planning the system.

If the event transitions into entertainment or dancing, that's when the speaker and subwoofer requirements may change more significantly.

Do I Need a Sound Technician?

For a straightforward presentation involving one microphone and a simple PA system, perhaps not.

Once an event involves several microphones, presenters, videos and changing audio sources, a technician becomes much more useful.

Someone needs to:

• control microphone levels
• mute microphones when required
• play or manage audio sources
• respond to changes
• monitor the overall sound
• troubleshoot problems

The event organiser can do these things.

But they're often also coordinating speakers, venue staff, catering, timing and dozens of other details.

Having someone dedicated to the sound means the organiser doesn't need to watch the mixer at the same time.

For conferences, awards nights and important presentations, that separation of responsibilities can be particularly valuable.

A Technician Can Manage Different Speakers

People don't all speak at the same volume.

One presenter may naturally project their voice strongly.

The next may speak quietly or hold the microphone further away.

If microphone levels remain unchanged, the audience may experience significant differences between speakers.

A sound technician can listen and make adjustments throughout the event.

This is especially useful when several microphones are being used simultaneously during panel discussions.

The equipment provides the capability.

The technician makes sure it's being used effectively.

Should I Have a Backup Microphone?

For an important corporate event, it's worth considering.

An additional microphone doesn't have to sit unused waiting for something to fail.

It can provide flexibility for:

• an unexpected speaker
• audience questions
• changes to the program
• an additional presenter
• simultaneous speakers

For a small informal presentation, this may be unnecessary.

For a conference or awards event where microphones are essential to the program, having another option available can be useful.

Do I Need Speaker Stands?

For many portable PA systems, yes.

Raising speakers helps sound travel across the audience rather than being blocked by the people immediately in front of them.

Audio Hire has speaker tripod stands available for compatible systems.

Speaker placement is particularly important for speech because the objective isn't simply volume.

You want even coverage and clear intelligibility throughout the room.

What About Larger or Unusual Rooms?

Large function rooms, long conference spaces and venues with several audience areas can require additional planning.

Simply turning two speakers up louder isn't always the best solution.

Additional speakers positioned appropriately can sometimes distribute sound more evenly.

If your event uses multiple rooms or areas, you may even require separate audio setups.

This is another reason venue details are useful when arranging equipment.

Tell us where the event is being held and how the room will be used rather than only providing the guest count.

Should I Arrange Delivery?

That depends on the amount of equipment and the transport available to you.

A small speaker system may be easy to collect.

A larger corporate setup involving several speakers, stands, subwoofers, mixers, microphones and cables can occupy considerably more space.

Audio Hire offers delivery and collection across Adelaide.

For larger events, delivery can remove the need to organise a suitable vehicle and transport the equipment yourself.

It can also be combined with setup arrangements where required.

Should the Equipment Be Set Up Before the Event?

Allow enough time to assemble and test the system before guests arrive.

For a small presentation, setup may be quick.

For an event involving multiple microphones and sources, allow more time.

Ideally, test:

• every microphone
• music playback
• laptop audio
• videos
• wireless systems
• performer connections

If presenters or performers are available beforehand, a soundcheck can also establish appropriate starting levels.

The more important the event, the less attractive it is to discover a missing connection five minutes before the first speaker begins.

What Information Should I Give the Audio Hire Company?

You don't need to prepare a technical specification.

Instead, provide the practical details:

• event type
• venue
• audience size
• room layout
• event times
• number of presenters
• panel discussions
• audience Q&A
• videos and presentation audio
• music requirements
• entertainment
• DJ or live performers
• delivery requirements
• whether you want technical support

From that information, the audio requirements can be developed.

Corporate Audio Hire Checklist

Before finalising your booking, check whether you need:

• PA speakers
• additional speakers for larger spaces
• subwoofers if music or dancing is important
• wired microphones
• wireless microphones
• dedicated panel microphones
• audience Q&A microphones
• microphone stands
• speaker stands
• an audio mixer
• laptop and presentation audio connections
• cables and accessories
• delivery and collection
• setup
• soundcheck
• on-site sound technician

You won't need everything on that list for every corporate event.

The purpose is to make sure you haven't overlooked something that becomes important once the program begins.

Planning Audio for Your Corporate Event

The simplest way to arrange corporate audio is to stop thinking about equipment first.

Start with the program.

Tell us how many people are attending, what happens on stage, who needs to speak, whether the audience participates and what other audio needs to be heard.

From there, you can build a system that supports the entire event.

For a simple presentation, that might remain a straightforward pair of speakers and microphone.

For a conference or awards event, adding appropriate microphones, mixer capacity, additional speakers and technical support can make the event considerably easier to run.

Browse the Audio Hire equipment range if you already know what you need, or explore our PA hire options for complete systems.

If you're unsure, contact Audio Hire with your venue, audience numbers and event program.

We'll help you work out what you need for the event you're actually planning—without making the system unnecessarily complicated.