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| Learn why sound and lighting technicians are your BFFs. |
Written by Robyn T. Braley
It's
better to solve problems before your event than troubleshoot them after your
presentation has started in front of a full auditorium.
My Story
I
have spent a lifetime working with or around performance technology. I have
been a speaker, concert artist, recording artist, Drama Teacher, Gospel Concert
Promotor and Event Planner. I have stories and will share a few of them in this
post.
Plan Ahead
Information about the room you will be speaking in and the available technology will help you prepare. Call the tech manager or event host before your event.
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| Click to check out the first post in this series |
A.V. is the common term for sound, lighting and other tech equipment. A.V. means audio-visual tools. While it's somewhat dated, you will never be wrong if you use this all-inclusive term when speaking with the tech team.
Soon after an appearance contract is signed, professional
speakers provide organizers with a list of technical requirements. The list
might specify …
- Microphone
preference
- Audio
monitor
- Visual
monitor
- Lighting
- Stage
setup
- PowerPoint
or Video needs
- Other
needs
Room Configuration
A
long narrow room with rows of seating extending to the back requires slightly
different performance strategies than a room with semi-circle or banquet
seating.
Semi-circle
or horseshoe seating usually means the audience will be closer depending on the
venue size. The seating will extend to the immediate left and right of the
stage. Some stages may extend into the open area of the horseshoe with some
crowd seated slightly behind your left and right.
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| Whether a big auditorium or conference room, tech check principles are the same. |
A
variation is raked seating that slants from the back down to the front. The
shape has implications on how you connect with the audience. You must work hard
to engage those at the back. Balconies add another dimension.
My
wife and I were Gospel musicians scheduled to appear in an old community centre. As we began to set up our sound system we discovered the stage was
slanted towards the audience. That was weird.
Tutorials and Banquets
If
your talk requires note-taking, tables will usually be lined up horizontally
from front to back. However, for smaller groups, the tables may be arranged in
a U-Shape, which allows the presenter to move into the "U" providing
greater intimacy with the audience.
Banquet
tables are either rectangular or round tables. If the event is sold out, some
people will be seated at an angle or even have their backs toward you. Before
you speak, invite them to turn their chairs towards the stage.
Just Feel it Baby
The
sound characteristics of every room are different due to the size, shape, and
materials used to construct the walls and ceiling. Walk around the space and
repeat a nursery rhyme or count to ten to get a sense of the acoustics.
Clapping your hands and speaking at different volumes gives a sense of
the ambiance in the room.
Newly built conference rooms have advanced acoustic material on the walls. With
carpet on the floor, the rooms sound dead. However, the quality of the sound from the audio system is
greatly enhanced.
- Eliminates
reflection
- Eliminates
deflection
- Eliminates
random waves
Clothing
also absorbs sound. The audio will sound slightly different in a full house
than in an empty room.
Own the Room
Several
years ago, I attended a conference featuring well-known speakers. An overflow
crowd of about 600 people filled the room.
The
buzz of anticipation was energizing. People were excited.
David
Chilton, the author of the bestselling Wealth Barber series of self-help books about saving and
investing money, was a keynote speaker. I carefully chose my favourite seat at
the end of a row about five rows from the back.
About
10 minutes before start time, I heard rustling beside me as someone brushed
past a gentleman leaning against the wall.
I
looked up, and there he was. David was leaning against the wall, getting a feel
for the room. He was preparing mentally and feeding off the energy that was
building from the gathering crowd.
See it as the Crowd Will See It
See
the stage the way the audience will see it. Are there distractions that can be
moved?
From
certain angles, an eight-foot cactus at the back of the stage may create the
illusion that you have big green ears. Eliminate any gaps between background
curtains.
If
you're in a boardroom, notes about impending layoffs on the whiteboard will be
distracting – particularly if members of the group are listed.
Avoid the Trip
In
branding, we say first impressions are everything! Mics squealing or not
working at all or the slide show clicker not connecting with your laptop make a
negative statement. Likewise, tripping on a mic cord as you take the stage to a
rousing introduction will dampen the enthusiasm of the crowd.
But
it's more than that. A rough start will undermine your confidence and the
audience's anticipation of a quality presentation.
Tech Crew – BFF's
Whether
volunteer operators with a community organization or paid professionals at a
conference, the tech team is always your new BFFs – Best Friends forever.
Treat
them well. Why? It's simple. Most are serious about what they do and want
things to work smoothly.
Learn
their name. When you show respect, they work harder, knowing you consider them
part of your team.
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| Hiring a sound tech saved our bacon at this political leaders' debate. |
If there's a tech problem, never address the operator from the stage with 'a tone' to your voice. You'll embarrass them and alienate the crowd.
If
there's feedback or other problem, work it out together. Become part of the solution.
Think
of it this way. At a conference, techies may be responsible for up to three
rooms. Each may have four presentations daily. As a tech, that is exhausting work requiring focus and attention to detail to ensure the technology works for each speaker.
You
will stand out from other speakers if you let them know how important they are.
They will reciprocate accordingly.
Mic Check
There are a variety of microphone types. Some are meant to be held about 10" away from your mouth. With area coverage mics, stand 2' to 3' away from it.
- Podium
– Attached to a gooseneck permanently attached to the podium
- Handheld
– A mic meant for roaming.
- Lavaliere
– A tiny mic attached to a shirt or suit jacket lapel.
The business end of a mic is the diaphragm or membrane, which is
like a human eardrum. Sound enters the microphone causing the diaphragm to
vibrate. The vibration translates into an electric signal that's sent to the
amplifier. Mic parts
Do
not ever start your presentation by speaking into the mic and thumping it while
asking,
"Is
this on? Hello! Can you hear me?"
Also,
don't flip the mic around looking for an on-off switch. It makes you look like
an amateur.
A
mic check will make sure everything's working as it should. You will also get a
sense of how to work with the mic.
I
recently attended an event in a room seating about 200 people. It had an
excellent sound system operated by an experienced soundman.
The
MC took the handheld mic from its stand to open the meeting. So far, so good.
That
was when things began to slip. The gentleman had not arrived early enough to do
a proper sound check and had no idea how the sound filled the room. As a
result, he repeatedly asked if the mic was on and whether the sound could be
louder.
In
the end, he resorted to holding the mic so close to his mouth that it distorted.
Until he did that, the sound level in the room was satisfactory. He just
couldn't hear it from the stage.
Mics on Podiums
Before
your presentation, determine whether the microphone is permanently attached to
a podium. A spontaneous urge to free the mic so you can roam during your talk
will be embarrassing when you discover it is permanently attached.
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| L- Sure SM58 and Sure Cordless mics. R - typical podium mic |
Don't drape yourself over the podium to swallow the mic. I recently MCed an event where the speaker did just that against my advice. The mic was an area mic meant to pick up a speaker standing 3-4 ft. away.
He
looked sloppy in trying to look casual. But, unfortunately, the mic distortion,
pops and crackles undermined his fascinating talk.
Handheld Mics
Hold
handheld mics about 10 inches away from your mouth. A recording studio trick is
to extend your thumb and little finger horizontally. Then, place your hand
between the mic and your mouth to find the best placement.
When
mic checking with the sound person, count to 10, repeat colours, or recite a
nursery rhyme as you move closer or farther away from the mic. That is how to
find a sweet spot where it sounds best.
Keep
talking until the sound technician finishes adjusting the controls. They will
love you for doing it.
If You Go A'Roamin'
If
you wish to use a handheld or lavalier mic, inform the producer days before the
event.
I
emphasize my content with hand gestures and body positioning. I also move about
the stage. A handheld or a lavalier is my mic of choice. I'm in my happiest
place when either mic is wireless. Click for deeper
discussion about mics.
During
sound check, I usually walk down into the seating area of the empty hall as I
talk into the mic to get a sense of what the audience will hear.
Beware the Wireless
Wireless mics are wonderful. A handheld mic transmits directly to a receiver connected to the audio control board or wall panel.
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| Lavaliere mic and transmitter. |
You
must reach back and turn on the transmitter as you are introduced to speak. You
often see T.V. reporters talking without sound until they reach back and turn
on the mic.
Then,
there's the other problem. Remember to turn off your mic after your event. You
don't want private comments shared over the sound system.
Worse,
you want to avoid heading to the washroom with a live mic! I have stories.
Enough said!
Always Dependable
Most
often, you will use whatever mic is provided. However, if you're asked for a
preference, ask for a Sure SM58. They've been around for decades and will never
let you down. They are known for their quality, durability, and
performance.
Some
of you know Dino, the Grammy Award winning Gospel Pianist. I MCed a concert in
Calgary's Jack Singer concert hall, which seats 2,200. It was packed with some
fans even sitting in the choir seats above the back of the stage.
I
walked out to start the second half. As I pulled the SM58 mic from the stand,
the cord came out and went clattering to the floor. There was a spontaneous
gasp from the crowd.
I
calmly reached down, reattached it, and made a joke. The crowd erupted and
clapped in approval! In the end, the SM58 was fine. It was the cord that was
the problem.
To Podium or Not to Podium
When
you use a podium, there is a physical barrier between you and the audience.
Today's audience wants performers to be …
- Authentic
- Transparent
- Relevant
If
you don't need one, ask for it to be moved to one side or even right off the
stage. That way, it will not be distracting for you or the audience.
There
is a hybrid option for many situations. For example, if I'm giving a short
report from a podium, I place my notes on it. I take the mic out of its holder
so I can step from behind it when I'm confident about my content. I step back
to the podium if I need to refer to my notes.
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| Speakers at a Rotary Club demonstrate the pros and cons of podiums. |
PowerPoint and Video
Most
video projectors are set up for wide-format slides. Using the old square format
makes you look dated. However, changing the format and adjusting your text and
pictures is easy.
I
prefer to use my laptop because it has a large screen I can use as a monitor. I
use my slides to create surprises, visual punchlines to jokes, and emphasize
important points. Timing is everything.
If
you roam, or even if you don't, the clicker sometimes fails to connect with the
receiving antenna. That's frustrating.
Buy
a six to ten ft. USB cord with a male output on one end and a female receptor
on the other. Plug your antenna into the female end and the other into your
laptop.
Tape
the receiver end of the cord to a chair, the wall or other place that provides
a direct line between your clicker and the antenna.
Are You Kidding?
Sometimes
more than preparation is needed. Gerry was my best friend. One day he started a
conversation with, "I just got some bad news from my Doctor. I'd like you
to produce my funeral."
How
do you respond to that? I said, "Of course, I will!"
When
he passed a few months later, I was consumed by details in the days leading up
to his Life Celebration. The service was full of spoken tributes and artists
performing music that had to be co-ordinated.
Gerry
was much loved as a business leader and community advocate. The church was
packed.
The
next day I was scheduled to deliver a keynote address at a conference in
Medicine Hat, a city about a 2 ½ hour drive from my city. Unfortunately,
because of the memorial, I wasn't prepared.
I
worked until 3:00 am finishing my slide show. After 3 hours of sleep, my wife
and I left at 6:00 am to be at the hotel for my scheduled talk at 9:00 am. My
wife drove to while I slept.
To
my horror, I went to the assigned room and discovered that the event organizers
had failed to book a video projector. My slides supported what I wanted to say
and provided my talking cues.
All
I could do was wing it. But, remarkably, it turned out well.
Video Comfort Monitors
A
comfort monitor is a large flat screen placed on the floor in front of you. It
is usually tilted back, allowing you to see your slides. I find them so
valuable that I often take a 15-year-old RCA TV screen when speaking to a
community organization.
Audio Comfort Monitors
Many
venues have audio monitors that sit on the stage pointed back at you. I love
them. They allow you to assess your energy level and vocal delivery. Work out
the volume levels during the sound check.
Audio
monitors are necessary if you are speaking in a large concert auditorium. There
is a millisecond delay from when you talk to when you hear the sound returning
from the auditorium speakers, particularly if they are located near the
ceiling.
The
resulting echo is confusing. Monitors override the delay.
Stage Lighting - Large Venues
It
is common for all sizes of venues to have built-in stage lighting. Lighting
creates a warm, welcoming environment and sets the mood.
Proper
lighting helps the audience stay focused on what the speaker is saying. It
should not be harsh and overpowering but create a warm and inviting sense of
intimacy.
Lighting
also helps audience members feel like the speaker is talking directly to them.
Anything
too bright or too dark, or with hard lines between pools of light, can create
anxiety which is not the mood you're trying to create.
If
you roam, know which areas of the stage have been lit. Never walk into the
shadows. I've seen it happen.
Finally,
never walk out on stage and complain that the lights are too bright. Never
shield your eyes, complaining that you can't see the audience.
If
needed, from the stage, ask the operator to bring up the house lights. Make a
joke or a friendly comment as you solve the problem together.
Stage Lighting - Small Rooms
Be
sure people can see your slides if you speak in a smaller room that has
standard lights. Before your event starts, ask someone to be prepared to dim
the row of ceiling lights at the front.
It
is disconcerting to have five people get up and fumble with the light switches
until they find the right one.
Find
a space to speak from that is not in the shadows but still allows the audience
to see the screen.
Conclusion
Have
you had a tech disaster when you were speaking? Were you the techie or the
performer? We want to hear from you!
Contact Robyn
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