There are those occasions when simply raising your voice during an event will not do and then one needs to hire an audio and/or sound system. However, the question arises, out of the vast resources available, which piece of equipment is best suited to your particular function?
Audio hire is based on crowd numbers and space. The larger the space, the larger, or louder, the equipment required. It also depends on where the event is - is it outdoors or indoors? If outdoors, check if there is an electric outlet and how far it is from the sound system. Take note of the distance from the electric outlet to the equipment as it may necessitate either buying or hiring extra cabling. It is also worth noting that some companies will provide you with additional cables at a low cost. If there is no electric outlet, you may need to hire a battery-powered sound system.
When dealing with a large crowd of people in an open-air environment, it is good to take into consideration that you may have to hire, not only the sound system itself, but a technician to set it up for you. Some organizations offer a full package that is inclusive of a technician. However, there are other companies that provide the technician and equipment as separate offers.
You may also contemplate simply hiring a 'DJ' and that he/she provides his/her set-up. The DJ may ask you how many people are attending the event so that he or she may have an idea of audio-reach. This may make things simpler for you - the event organizer - even if it is slightly more expensive, as the DJ in turn may hire the equipment they use and charge you a lump sum.
Indoor spaces require slightly smaller sound systems as opposed to outdoor events. Here again, a technician may be required to check the effect of 'echo' and other small but important details. Small gatherings of up to 100 people rarely require the use of an audio system, but then again, the speaker may be a whisperer and it is advisable to hire a sound system regardless. Before you assume you dont require one, you should ensure you put factor all considerations.
At times, audio hire includes acquiring video- audio equipment. As with sound systems, the hiring of video-audio equipment largely depends upon crowd size. The bigger the crowd, the bigger the screen. There is absolutely no point in hiring a 'movie' screen for a small 50 people crowd.Projectors come in a huge variety, from low-density to high density out-put. You could hire a drop-down screen, or you may have a wall that is suitable for showing a screened image. If the latter is true, do not hire a screen. Walls should be white, preferably smooth and clear of blemish or wall fixtures such as sockets, switches or wall lamps. However comfortable you are with the 'set up' always make sure you have all the necessary cables and do a 'pre-test' prior to the function.
If you are charged with organizing an event audio hire should be one of your top priorities. When hiring audio/ video systems ensure you bear in mind a number of key factors such as the size of the crowd, the venue of the event and the type of event.
