When corporate audio works, nobody mentions it. When it fails, it is the only thing anyone remembers: the CEO’s opening line lost in a feedback howl, a video with no sound, the after-party that sounds like a phone speaker.
If you are planning a conference, product launch, offsite or holiday party in Austin, here is the checklist we use to make sure the audio is invisible.
Start with the run of show
Before you pick equipment, write down every audio moment in the schedule. Corporate events have a lot of them:
- Welcome and keynote
- Panels and fireside chats
- Presentations with video
- Awards and toasts
- Breakout sessions
- Networking with background music
- After-party or reception with a DJ or band
Each of these has different needs. A keynote needs clean speech. A panel needs multiple microphones and no feedback. A video needs a direct audio feed. An after-party needs real bass.
The audio checklist
Speakers and coverage
- Room size and shape. Long, narrow rooms need delay speakers. Glass and concrete atriums are echoey.
- Speech-first coverage. For keynotes and panels, choose tops with clear mids and even coverage across the audience.
- Low end for the party. If there is an after-party, plan subwoofers. It is easier to plan them from the start than to add a rig at 8 p.m.
Microphones
- Podium mic: wired or wireless
- Handheld wireless: for Q&A, emcee and presenters walking the stage
- Lavaliers (headset or clip-on): for keynotes and demos so speakers can move
- Panel microphones: one per panelist, plus a spare
- Audience mic: a handheld runner for Q&A
Playback and video
- Laptop audio: a direct feed to the mixer, not the room microphone
- Video playback: a dedicated audio path so a video never comes through at a different volume than the speaker
- Walk-in music: a playlist for the pre-show
People
- A sound engineer. For anything with more than one microphone, a real sound engineer is the best investment on the budget. We provide FOH engineers at $75 an hour with a four-hour minimum.
- A tech contact. One person on your team who knows the schedule.
Logistics
- Load-in and load-out. Elevators, loading docks and freight rules.
- Power. Dedicated circuits, cable runs and covers.
- Venue rules. Union rules, insurance, sound limits and time limits.
- Rehearsal. Time to run the mic check with the actual speakers.
Day-of timeline
| Time | Task |
|---|---|
| Load-in | Speakers and mixer placed, power tested |
| 2 hours before | Line check and gain structure |
| 1 hour before | Speaker rehearsal with mics |
| 30 minutes before | Walk-in music and video test |
| Doors | Engineer stationed at the mixer |
| During | Ride levels, handle mic changes |
| Load-out | Fast and quiet |
Common mistakes
- Assuming the venue has audio. Many corporate venues have a small house system that is not built for a presentation and a party.
- One microphone for everything.
- No rehearsal. The first time the presenter speaks into a microphone should not be on stage in front of 300 people.
- Skipping the engineer. A good engineer prevents feedback before it starts.
- Forgetting the after-party. People stay when the sound is good.
- Not asking about power.
Beyond the conference: brand activations and pop-ups
Brand activations and pop-ups have their own audio needs: outdoor, small footprint, high visibility, and often a DJ. That is a good use of one of our smaller packages and a DJ. See our brand activation audio page.
Budget it
A corporate audio budget should include the speakers, microphones, the engineer, and delivery and setup. Our rentals start at $600 for a standard 4 to 5 hour event, delivered, set up and broken down, and larger, longer or multi-room corporate events are quoted. For an idea of how pricing works, read how much sound system rental costs in Austin.
Ready?
Send us the date, the venue, the headcount and the run of show. We will tell you what the room needs and put a number on it.
Nobody thanks the audio. They just notice when it fails.
Quick
answers.
What audio do I need for a corporate event?
At minimum: speakers sized for the room, a mixer, wireless microphones for speakers and Q&A, and a way to play video and music. Larger events add an engineer, monitors and stage microphones.
Can you handle a conference and the after-party?
Yes. Speech-clear audio by day and a full party system by night is our specialty, and one crew can run both.
How early should I book audio for a corporate event in Austin?
As early as you have a date. SXSW week, ACL weekends and big conference weeks book out fast.
