There are several methods for question and answer sessions at live events and the right one for your event depends on how your room is set up and whether or not you are recording the session. Recording or not, it's nice to be able to hear the questions at the other end of the room, so the mics are fed into the house sound system, which can then be sent to a recorder or media feed, if needed.
Method 1 - stationary microphone(s) in audience
This method works well for any political situation where the public can ask questions of the politicians and other speakers. But, there are some guidelines that should be followed (see below). This set up is great for public events and not paid events, because at paid events, people will not want to get out of their chairs to go to a microphone).
- ensure the microphone cable is taped down properly to avoid trip hazards.
- put up a small sign which asks people to keep their questions short and to talk directly into the microphone.
- ensure the microphone stand is not obscuring somebody's view of the podium or screen.
- place the microphone within about 50 feet of the stage in cases where you are using loudspeakers at the front of the room (as opposed to ceiling-mounted speakers, where the microphone can be anywhere), which will help minimize any signal 'delay' effects (sound moves relatively slow in the air, so a person too far back will hear their own voice when they speak, then when the sound arrives from the loudspeakers at the front of the room - very confusing!)
Method 2 - roaming wireless microphone
This method is the most efficient way for larger audiences of up to a few hundred where people have paid to be at the event. The following guidelines should be followed:
- ensure that the tables are set up with enough room to allow somebody to walk around with a microphone.
- be sure to rent a UHF diversity system (Ultra High Frequency with two antennas) for greater roaming distance (avoid VHF systems!).
- test out the wireless mic before the event, then on the morning of (but, interference can still happen with wireless mics!).
- ask the venue if the staff use two-way radios because they can cut into the wireless signal.
- ensure the 'roamers' know where the mute switch is, so when they run out of the room and talk, or go to the bathroom, the audience won't hear it over the PA system.
- change batteries every four hours, whether they need it or not, if you can, or simply keep an eye out for the 'low battery' signal.
- make sure there is always somebody at the sound board because some wireless units can be unpredictably noisy.
- keep the microphones 'on' or 'muted' until the sound board channel is turned down, or some units will go into crazy, loud static if there is no signal (doesn't happen often, but when it does...yikes!!)
Method 3 - small meeting with no sound system, but being recorded
A video operator can record the voice of a public speaker, then use a special microphone (shotgun microphone) to isolate an audience member when asking a question. Since, there is no sound system (loudspeakers), there will be no loud feedback and the Q&A will be heard on tape.
Hope this helps!! Cheers!
- Buck Moore
Wednesday, November 19, 2008
Sunday, November 9, 2008
How to Choose the Right AV Supplier for Your Next Event.
In the world of Audio-Visual (or 'audiovisual' or 'AV'), there are many choices for staff covering your special event. It is important to know what the right match is for you and your event and understand exactly what services they provide.
For example, some AV companies cover 'staging', which involves detailing the overall look of the event - including actual stages, lighting and pipe & drape - , while some companies only provide AV technical services - setting up and operating projection systems and sound systems. Some big audio companies only deal with audio, at least in terms of specialization, and some are more display-oriented.
Some places say they cover everything under the sun and some specialize in fewer areas, but choosing the right AV supplier should not be a big headache. Rather than just pick up the phone and call a company that starts with the letter A, you can refer to the following list to help you shop around (print if out for reference).
When you should hire an AV consultant, an AV company, a staging company and a sound company.
AV Consultants
A qualified AV consultant should give you unbiased information and be paid for their consulting service
- if you need to know exactly what is on a quote you have received
- if you need an unbiased opinion on which company to hire
- if you don't have time to shop around
- if you want to know that you are only paying for necessary items
- for very important meetings - not just big, but important, no matter what the size
- if you are considering a multi-screen display or several break-out sessions with AV gear for each one
- if you are hosting an outdoor event
- if you plan on having audio or video coverage
AV Company
AV companies can have several departments and are a wise choice for larger events where you simply don't have time to call a company for every service. Caution, however, as some companies have services that they don't necessarily specialize in.
- if you have a large event that requires AV, staging, special lighting, etc
- when you are planning to have multiple locations running at the same time
- if you've got your hands full and need one company to handle all of your needs
- when you need specialized gear that a smaller organization can't supply
- when you need any rigging done with overhead trusses or scaffolding of any type
- when you are not allowed to bring in your own AV services to certain venues
Staging Companies
Companies who offer staging services often operate under the umbrella of AV and include staging as one of their services. Others offer special projection design or set design.
- when the look must be custom-designed
- when you have a larger budget to work with
- when you need event management services
- when something must be constructed
Sound Companies
Sound companies specialize in concerts large and small and are not limited to small audio set-ups. Some sound companies also offer rigging, staging and AV services.
- when you have live music or other performances to be mixed
- when you need speakers hung above crowds (rigging - a specialized area of AV and sound)
- when you need to meet certain electrical requirements for high-wattage sound system
- if you need high-impact sound for a presentation
- if you have a large audience and need to create several audio zones to properly cover them
- when you need a large event recorded for broadcast or for sale on video
- when you have a stage production with several wireless microphones
Whatever your event needs, a qualified consultant can help you meet your objectives, take the worry out of technical decisions and ultimately make your event run smoothly.
Until next time...
Buck Moore
For example, some AV companies cover 'staging', which involves detailing the overall look of the event - including actual stages, lighting and pipe & drape - , while some companies only provide AV technical services - setting up and operating projection systems and sound systems. Some big audio companies only deal with audio, at least in terms of specialization, and some are more display-oriented.
Some places say they cover everything under the sun and some specialize in fewer areas, but choosing the right AV supplier should not be a big headache. Rather than just pick up the phone and call a company that starts with the letter A, you can refer to the following list to help you shop around (print if out for reference).
When you should hire an AV consultant, an AV company, a staging company and a sound company.
AV Consultants
A qualified AV consultant should give you unbiased information and be paid for their consulting service
- if you need to know exactly what is on a quote you have received
- if you need an unbiased opinion on which company to hire
- if you don't have time to shop around
- if you want to know that you are only paying for necessary items
- for very important meetings - not just big, but important, no matter what the size
- if you are considering a multi-screen display or several break-out sessions with AV gear for each one
- if you are hosting an outdoor event
- if you plan on having audio or video coverage
AV Company
AV companies can have several departments and are a wise choice for larger events where you simply don't have time to call a company for every service. Caution, however, as some companies have services that they don't necessarily specialize in.
- if you have a large event that requires AV, staging, special lighting, etc
- when you are planning to have multiple locations running at the same time
- if you've got your hands full and need one company to handle all of your needs
- when you need specialized gear that a smaller organization can't supply
- when you need any rigging done with overhead trusses or scaffolding of any type
- when you are not allowed to bring in your own AV services to certain venues
Staging Companies
Companies who offer staging services often operate under the umbrella of AV and include staging as one of their services. Others offer special projection design or set design.
- when the look must be custom-designed
- when you have a larger budget to work with
- when you need event management services
- when something must be constructed
Sound Companies
Sound companies specialize in concerts large and small and are not limited to small audio set-ups. Some sound companies also offer rigging, staging and AV services.
- when you have live music or other performances to be mixed
- when you need speakers hung above crowds (rigging - a specialized area of AV and sound)
- when you need to meet certain electrical requirements for high-wattage sound system
- if you need high-impact sound for a presentation
- if you have a large audience and need to create several audio zones to properly cover them
- when you need a large event recorded for broadcast or for sale on video
- when you have a stage production with several wireless microphones
Whatever your event needs, a qualified consultant can help you meet your objectives, take the worry out of technical decisions and ultimately make your event run smoothly.
Until next time...
Buck Moore
Friday, November 7, 2008
Plan B, from Earth (back-up planning in action)
I believe in a solid AV set-up, with all details considered, so that audiovisual presentations (slide shows, audio, video, multimedia, special film screenings, etc) play back in as flawless a manner as possible. However, being an earthling from Earth, I know the gods can be crazy from time to time.
With all the possible technical connections going on these days with audiovisual presentations, there are bound to be some compatibility issues somewhere, especially where computers are involved for playback. I know that if you were to phone a technical support line during a problem, you may get an answer such as: "Well, it should work." when you know it doesn't, or the old: "Well, it worked last night.", from somebody presenting, when it doesn't work today. Last year, I was in Vegas for an event and was handed a DVD for playback with virtually no time to test it - AND nobody had informed me as it was a last-minute decision to play it. The 'brand new' laptop played in back choppy in front of a room-full of AV industry people. I tried my best to make it play back smooth, but it was too late. Given some proper notice, I'd have done what I've described below.
My main point is that there should always be a Plan B in place to avoid a complete disaster when things don't go exactly as planned. My tag-line for business cards and websites is: "For when you can't rewind." because when a presenter is standing in front of a group of people and the earth-based technology is not behaving like it 'should', every second can seem like an eternity. Ask yourself: "What would I do if..."?
CASE STUDY #1 - DVD PC Playback
After setting up an AV playback system, I was faced with a laptop which would not play back a DVD smoothly. It was playing a burned video DVD with Power DVD as the player - the sound and image were both choppy and pretty much un-presentable.
Troubleshooting method:
- before blaming the DVD (being a burned one with smudges on the information side), save some valuable time by trying the same DVD on another player, then on another computer (player first so you don't have to keep swapping it back and forth, which takes too much time with every 'loading' of the disc).
- if the player doesn't matter, try another computer. If the new computer plays it back smoothly, there is obviously something going on with how the first computer is playing back DVD's.
- problem - the supplied projector has only 1 15 pin VGA port but came with a DVI to VGA cable (both 'male', BTW). The VGA cable going to the projector is also male. You cannot connect the two together and therefore you cannot have two computers going into the same projector, in such a case.
- solution - a 'gender changer' connection (or 'turnaround') will allow the two male connections to work. But, where do you get one at a moment's notice? GEEK ALERT - an experienced AV person will have a well-stocked supply of various cables and connectors (we call them 'break-out' kits). The male VGA from the computer can now go to the VGA side of the DVI cable and the DVI cable goes into the projector. Press 'source' on the remote of the projector and 'done'. Computer #2 is now going into the one and only VGA input of the projector and the AV person can simply switch inputs, with the projector's remote, in a couple of seconds - computer #2 plays the DVD, while computer #1 has the slide show.
- optional solutions - have everything going through a seamless switcher and operated by the AV person. BUT, this is an expensive item to rent or buy for many people who are cutting costs. So, the AV person can make the switching fairly seamless and the presenter needn't worry about anything, so they can concentrate on their message and not offer apologies for technical failures to an unimpressed crowd. Or, load the original media file onto your laptop for better playback.
- Caution - choose your AV team wisely - ask if they are prepared for this or any other type of common situation (way too common, so be careful!). Also, ask how much they are willing to help out - I have worked alongside many AV and sound people who stop at the all-too-familiar 'not my job' barrier when they just don't want to be bothered. I don't believe in such a practice. I think it's a cop-out. The AV staff should at least be able to 'try' and help with anything that comes in the way of a great event, even if it's something they didn't expect to be integrated into the system.
Before you read any further and rack your brain trying to remember all of this, you may consider hiring an AV consultant to take care of it for you - it is worth it! I am a consultant - hey, you can hire me! But, if I am not in your area, I can at least tell you what to ask of a consultant.
1. Don't trust technology completely.
2. Have a solid Plan B.
3. Ask the right AV questions.
4. Test ALL AV playback on the equipment that it will be shown on. Test again in the morning (or, before the presentation ON the day of.)
5. Choose your AV team wisely.
6. Check which inputs are on the projector which is being used. If there is only one 15-pin VGA, you can buy a cheap KVM switcher (Keyboard, Video, Mouse)for less than $20.00. It will allow you to switch between multiple computers. OR, rent a DA (distribution Amp) but ensure the ins and outs are of the proper configuration (AV companies won't always tell you unless you ask). OR rent a 'seamless switcher' and have it set up for more than one computer (and you can also have a DVD player hooked up to it).
7. Ensure you've rented a DI box for audio output and get the proper cables to hook it up.
8. A DVD player with a BACK-UP copy of the DVD, waiting to go, sitting next to the projector (with a DI box set up) is also a great idea. You can use the built in speakers of the projector, but only for small groups and definitely low-fi sound quality.
So, at the time of the AV presentation, it does not matter 'why' the technology isn't working, despite very thorough planning and testing, it matters how one is going to work around it - and with a solid Plan B, the workaround is fairly simple.
Cheers and may the AV gods be smiling upon your next event!
- Buck Moore
QUICK TIPS FOR DVD PLAYBACK ON A PC COMPUTER with Windows XP:
- make sure your computer isn't running a virus scan
- hit Ctrl+Alt+Delete and look at how many processes are running
- turn off your wireless function (if you aren't using it)
- turn off your virus protection (only for playback, then keep it on)
- do your best to make sure no background apps are going on that don't need to be
- turn off any instant messenger software
- if possible, get a copy of the original media file and put it on your hard drive for more reliable playback
With all the possible technical connections going on these days with audiovisual presentations, there are bound to be some compatibility issues somewhere, especially where computers are involved for playback. I know that if you were to phone a technical support line during a problem, you may get an answer such as: "Well, it should work." when you know it doesn't, or the old: "Well, it worked last night.", from somebody presenting, when it doesn't work today. Last year, I was in Vegas for an event and was handed a DVD for playback with virtually no time to test it - AND nobody had informed me as it was a last-minute decision to play it. The 'brand new' laptop played in back choppy in front of a room-full of AV industry people. I tried my best to make it play back smooth, but it was too late. Given some proper notice, I'd have done what I've described below.
My main point is that there should always be a Plan B in place to avoid a complete disaster when things don't go exactly as planned. My tag-line for business cards and websites is: "For when you can't rewind." because when a presenter is standing in front of a group of people and the earth-based technology is not behaving like it 'should', every second can seem like an eternity. Ask yourself: "What would I do if..."?
CASE STUDY #1 - DVD PC Playback
After setting up an AV playback system, I was faced with a laptop which would not play back a DVD smoothly. It was playing a burned video DVD with Power DVD as the player - the sound and image were both choppy and pretty much un-presentable.
Troubleshooting method:
- before blaming the DVD (being a burned one with smudges on the information side), save some valuable time by trying the same DVD on another player, then on another computer (player first so you don't have to keep swapping it back and forth, which takes too much time with every 'loading' of the disc).
- if the player doesn't matter, try another computer. If the new computer plays it back smoothly, there is obviously something going on with how the first computer is playing back DVD's.
- problem - the supplied projector has only 1 15 pin VGA port but came with a DVI to VGA cable (both 'male', BTW). The VGA cable going to the projector is also male. You cannot connect the two together and therefore you cannot have two computers going into the same projector, in such a case.
- solution - a 'gender changer' connection (or 'turnaround') will allow the two male connections to work. But, where do you get one at a moment's notice? GEEK ALERT - an experienced AV person will have a well-stocked supply of various cables and connectors (we call them 'break-out' kits). The male VGA from the computer can now go to the VGA side of the DVI cable and the DVI cable goes into the projector. Press 'source' on the remote of the projector and 'done'. Computer #2 is now going into the one and only VGA input of the projector and the AV person can simply switch inputs, with the projector's remote, in a couple of seconds - computer #2 plays the DVD, while computer #1 has the slide show.
- optional solutions - have everything going through a seamless switcher and operated by the AV person. BUT, this is an expensive item to rent or buy for many people who are cutting costs. So, the AV person can make the switching fairly seamless and the presenter needn't worry about anything, so they can concentrate on their message and not offer apologies for technical failures to an unimpressed crowd. Or, load the original media file onto your laptop for better playback.
- Caution - choose your AV team wisely - ask if they are prepared for this or any other type of common situation (way too common, so be careful!). Also, ask how much they are willing to help out - I have worked alongside many AV and sound people who stop at the all-too-familiar 'not my job' barrier when they just don't want to be bothered. I don't believe in such a practice. I think it's a cop-out. The AV staff should at least be able to 'try' and help with anything that comes in the way of a great event, even if it's something they didn't expect to be integrated into the system.
Before you read any further and rack your brain trying to remember all of this, you may consider hiring an AV consultant to take care of it for you - it is worth it! I am a consultant - hey, you can hire me! But, if I am not in your area, I can at least tell you what to ask of a consultant.
1. Don't trust technology completely.
2. Have a solid Plan B.
3. Ask the right AV questions.
4. Test ALL AV playback on the equipment that it will be shown on. Test again in the morning (or, before the presentation ON the day of.)
5. Choose your AV team wisely.
6. Check which inputs are on the projector which is being used. If there is only one 15-pin VGA, you can buy a cheap KVM switcher (Keyboard, Video, Mouse)for less than $20.00. It will allow you to switch between multiple computers. OR, rent a DA (distribution Amp) but ensure the ins and outs are of the proper configuration (AV companies won't always tell you unless you ask). OR rent a 'seamless switcher' and have it set up for more than one computer (and you can also have a DVD player hooked up to it).
7. Ensure you've rented a DI box for audio output and get the proper cables to hook it up.
8. A DVD player with a BACK-UP copy of the DVD, waiting to go, sitting next to the projector (with a DI box set up) is also a great idea. You can use the built in speakers of the projector, but only for small groups and definitely low-fi sound quality.
So, at the time of the AV presentation, it does not matter 'why' the technology isn't working, despite very thorough planning and testing, it matters how one is going to work around it - and with a solid Plan B, the workaround is fairly simple.
Cheers and may the AV gods be smiling upon your next event!
- Buck Moore
QUICK TIPS FOR DVD PLAYBACK ON A PC COMPUTER with Windows XP:
- make sure your computer isn't running a virus scan
- hit Ctrl+Alt+Delete and look at how many processes are running
- turn off your wireless function (if you aren't using it)
- turn off your virus protection (only for playback, then keep it on)
- do your best to make sure no background apps are going on that don't need to be
- turn off any instant messenger software
- if possible, get a copy of the original media file and put it on your hard drive for more reliable playback
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