How to Handle a Q&A Session at a Live Event

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