Planning the audio for an event doesn’t need to mean becoming an audio expert. Whether you’re organising a corporate conference, presentation, wedding, outdoor event, party or live performance, the right sound system depends on what is happening at the event, where it is being held and what your audience needs to hear. For an event coordinator, the important part is understanding the requirements before choosing the equipment. Audience size matters, but so do the size and layout of the venue, whether the function is indoors or outdoors, the number of people speaking or performing, and whether the system will be used primarily for speech, background music, a DJ, live music or a combination of these.

We’ve put together these practical guides to help event coordinators work through those decisions. They cover speakers, microphones, subwoofers, technical support, equipment setup and the practical information worth gathering before making a booking. If you’re not sure where to start, that’s fine. You don’t need to design the sound system yourself. Tell us what you’re organising and we can help you work out a suitable setup.

Start With the Event, Not the Equipment

The easiest way to plan event audio is to start with what is actually happening rather than immediately choosing speakers and microphones. Consider the venue, audience size, whether the occasion is indoors or outdoors, what the audience needs to hear and who will be speaking or performing. A corporate presentation with two speakers at the front of a room has very different requirements from a wedding with speeches followed by dancing, or an outdoor function with a DJ. Starting with the programme helps establish what the sound system actually needs to do.

It is also worth identifying the different stages of the occasion. You may need background music while guests arrive, microphones for speeches, presentation audio during the formal programme and a more substantial sound system later for entertainment. Thinking through the entire programme helps prevent important equipment being overlooked.

How to Hire Audio Visual Equipment for an Event: A Beginner’s Guide

If you’re organising an event for the first time, you don’t need to understand every technical specification before arranging the audio. What matters initially is being able to explain the venue, approximate audience numbers and what will happen during the programme. This guide explains how to approach audio hire from an organiser’s perspective. It covers venue considerations, audience numbers, presentations, speeches, music, DJs and live entertainment, as well as the information worth having available before booking equipment.

Read: How to Hire Audio Visual Equipment for an Event: A Beginner’s Guide

What Happens If I Don’t Know What Equipment I Need?

It is completely normal for an event coordinator to know what the event needs to achieve without knowing the exact speakers, microphones or mixer required to achieve it. You might know that 150 people need to hear several presentations clearly, for example, without knowing which PA system should be used. This guide explains what information is useful when you’re planning an event and how to start with the practical requirements rather than trying to design the technical system yourself.

Read: What happens if I don’t know what equipment I need?

Planning Corporate Event Audio

Corporate audio often needs to do one thing particularly well: make sure everyone can clearly hear what is being said. That can involve anything from a microphone and speaker system for a straightforward presentation to multiple wireless microphones, playback sources and technical support for a conference or panel discussion.

Consider how many people will speak, whether presenters will remain at a lectern or move around the room, whether audience questions are planned and whether audio from laptops, presentations or videos needs to be played through the system.

It is also useful to work through the running order. If microphones or audio sources change repeatedly throughout the programme, the technical requirements can become considerably different from those of a simple presentation.

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

This guide covers the practical equipment considerations for corporate presentations, conferences and functions, including speakers, wired and wireless microphones, panel discussions and mixer requirements. It is a useful starting point when you know the format of the function but aren’t yet sure how that translates into an equipment list.

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

Professional Event Production & Technical Services

Some corporate functions require more than equipment hire. Multiple microphones, presenters, playback sources and changes during the programme can make having someone responsible for the audio particularly valuable.

Professional technical support can take responsibility for setting up and checking the system, managing microphones and audio sources, and dealing with changes as the programme progresses. That allows the event coordinator to concentrate on speakers, guests, schedules and the wider production rather than operating the sound system.

Read: Professional Event Production & Technical Services in Adelaide

Planning Outdoor Event Audio

Outdoor audio requires different planning because there are no walls to contain the sound. The physical area that needs coverage becomes particularly important, and audience size alone doesn’t tell you everything you need to know.

Think about where people will actually be located, whether they will be seated or moving around, where speeches or performances will take place and whether the system is primarily being used for spoken word or music. Power availability, equipment placement and weather protection also need to be considered when planning an outdoor setup.

For music-focused outdoor functions, low-frequency reinforcement can become especially important. A system intended for speeches and background music has very different requirements from one intended to provide substantial music across a dance floor or outdoor audience area.

How Many Subwoofers Do I Need for My Event?

Where dedicated low-frequency reinforcement is required, Audio Hire starts with at least two subwoofers. The appropriate system then depends on factors including the size of the audience area, the type of music, the required output and how the system will be positioned.

This guide explains how audience area, dance floor size and the role of low-frequency sound affect the decision, and why simply looking at the number of guests doesn’t provide the complete answer.

Read: How Many Subwoofers Do I Need for My Event?

Choosing Speakers for Your Event

Choosing speakers is about more than matching a system to a guest number. Venue size and layout, the area requiring coverage and what will actually be played through the system all affect the decision.

Audio Hire uses professional Electro-Voice powered speakers across its main hire range. Different systems are suited to different applications, from speeches, presentations and background music through to weddings, DJs and live performances requiring substantially more output.

Rather than choosing equipment purely according to wattage, consider the complete job the system needs to perform. Two appropriately selected and positioned speakers can be the starting point for many applications, while larger or music-focused productions may require more substantial speaker and subwoofer systems.

Electro-Voice EKX-15P: A Closer Look at the 15-inch Speaker Package

The Electro-Voice EKX-15P is a professional 15-inch powered speaker used in Audio Hire’s larger full-range speaker package. The package includes two powered speakers and is suited to applications where greater output and a larger full-range system are appropriate. This guide takes a closer look at the EKX-15P and explains where this type of system fits into weddings, parties, live performances and larger functions.

Read: Electro-Voice EKX-15P: A Closer Look at the 15-inch Speaker Package

5600W EV Speaker and Subwoofer Hire Adelaide

For music-focused functions where low-frequency output matters, adding dedicated subwoofers changes what the system can deliver. This is particularly relevant for DJs, dance floors and live music where the low end is an important part of the experience.

Audio Hire’s 5600W EV package combines two 15-inch powered speakers with two 18-inch subwoofers. This guide explains what that larger system adds and the types of applications where stepping up from full-range speakers to a complete speaker and subwoofer system makes sense.

Read: 5600W EV Speaker and Subwoofer Hire Adelaide: When You Need More Than Full-Range Speakers

Planning Microphones

Microphone requirements can change quickly depending on the programme. Start by identifying who needs to speak, whether they need to move around and whether several people need microphones during the same part of the function.

A single MC introducing speakers has different requirements from a panel discussion involving several participants. Likewise, a presenter who needs to move around a stage may be better suited to a wireless system, while a wired microphone can be a straightforward and dependable choice for speeches, announcements and fixed speaking positions.

It is also worth considering transitions between speakers. If microphones need to be passed around a room, used for audience questions or switched repeatedly between presenters, those requirements should be identified before the equipment is booked.

Shure PGA48 Microphone Hire Adelaide

For speeches, presentations, MC duties and announcements, a wired microphone can be a simple and practical option. Wired microphones remove the need to manage wireless frequencies or batteries and can work particularly well when the person speaking remains in a predictable position.

This guide explains where the Shure PGA48 fits into an event audio setup and the types of speaking applications for which it can be used.

Read: Shure PGA48 Microphone Hire Adelaide: A Practical Microphone for Speeches and Events

Deciding Whether You Need a Technician

Not every function requires a sound technician. A straightforward system that is set up correctly and used for a simple programme may be easy for the organiser or venue team to operate.

The situation changes as more microphones, performers and audio sources are introduced. If somebody needs to adjust microphone levels, cue music, manage presenters, accommodate live performers or respond to changes during the programme, having a dedicated technician can remove a significant responsibility from the event coordinator.

A useful question is not simply whether the equipment can operate without a technician, but whether someone involved in running the function will otherwise need to take responsibility for the sound.

When Does an Event Need a Sound Technician?

A technician can be particularly useful when a function involves multiple microphones, presenters, performers, music or changing audio sources. They can also deal with problems or last-minute changes without requiring the event coordinator to stop managing the rest of the programme.

This guide explains when dedicated technical support is worth considering and how it can take the audio workload away from the coordinator.

Read: Take the Stress Out of Event Audio: Professional Sound Technicians Now Available for Hire in Adelaide

Event Sound Technicians

If you already know that your event requires technical support, you can go directly to the Audio Hire sound technician service. Professional support can include system setup, soundcheck and live audio operation.

The level of support can be matched to the production rather than treating every booking in the same way. For more involved functions, this allows the coordinator to have a clear point of responsibility for the sound system throughout the programme.

View Event Sound Technician Hire Adelaide

Planning Your Booking

Audio is easier to organise when it is considered early rather than being left until the final stages of planning. You don’t necessarily need every detail confirmed before starting the conversation, but establishing the main requirements early gives you a much clearer foundation. Useful information includes the date, venue, approximate audience size, whether the function is indoors or outdoors and the basic programme. You should also identify known requirements such as speeches, presentations, microphones, a DJ, live performers or music playback.

Timing becomes particularly important for larger systems, wireless microphones, subwoofers and technical staff because availability can vary with the date and the requirements of the booking.

How Far in Advance Should You Book Audio Equipment for an Event?

This guide explains when to start planning your audio and what information to have ready before booking. It also covers how to establish the core equipment requirements first and refine the setup as the rest of the event develops. You don’t necessarily need to wait until every part of the programme has been finalised. Identifying the important requirements early can make the remaining decisions much easier.

Read: How Far in Advance Should You Book Audio Equipment for an Event?

Is Equipment Setup Included?

Setup requirements depend on the complexity of the booking and the service being provided. A straightforward dry-hire system is different from a production involving multiple microphones, audio sources or live technical operation.

This guide explains the distinction and helps event coordinators think about whether they simply need the equipment or would benefit from additional assistance with getting the system ready to use.

Read: Is equipment setup included?

Choose Equipment for Your Event

Once you’ve worked out what your event requires, you can start looking at the equipment itself. Audio Hire’s main hire categories are organised around the different parts of a professional sound system, making it easier to move from planning to selecting equipment.

Speaker Hire Adelaide covers professional speaker packages for presentations, corporate functions, weddings, parties, live music and other applications.

Microphone Hire Adelaide includes wired and wireless microphone options for speeches, presentations, MCs, conferences and other occasions where clear voice reproduction is important.

Sound System Hire Adelaide brings together complete sound system options for different formats and requirements, including larger systems where more output and low-frequency reinforcement are required.

PA Hire Adelaide provides another starting point for speakers, microphones and related PA equipment for speeches, presentations, music and live applications.

Planning a Specific Type of Event?

Audio requirements can vary considerably between a wedding, corporate conference, party, DJ booking or live performance. The equipment that works well for one format should not automatically be assumed to be right for another.

If you know what type of function you’re organising but aren’t yet sure about the equipment, use Hire by Event Type to explore equipment and recommendations according to the way the sound system will actually be used. This can be a useful next step before looking at individual products because it puts the equipment into the context of the occasion you are planning.

Need Help Choosing?

You don’t need to know exactly which speakers, microphones, mixer or other equipment you need before getting in touch. Tell us the event date, venue, approximate audience size and what will happen during the programme. Let us know if there will be presentations, speeches, an MC, panel discussions, background music, a DJ or live performers. The more we know about what the audience needs to hear and how the function will run, the easier it is to recommend an appropriate setup. You can come to us with the requirements rather than an equipment list.

We’ll help you work through the options and put together a suitable system based on the actual requirements of your event.

Get advice about your event audio

Or, if you already know what you need, browse the equipment and book online.