Sound
The System
The audience needs to hear what’s going on. That’s pretty much it. For the sound system, I’ve found that the built in recessed speakers common to ballrooms are never adequate.
Neither are the “plug your audio into this box that’s in the wall from 1978” systems. In those cases a standalone sound system is essential. If we’re going to be in a fine art theater or a space specifically designed for music or performing arts, then we’re usually good.
The Microphone(s)
A wireless lavalier or “Countryman” type over-the-ear microphone is essential.
We need a wireless handheld microphone on a straight stand (the boom stands are for singer/song-writers who need room for a guitar) as a backup & for participants I bring up on stage.
A wired microphone is to be avoided at all costs. I go out into the audience too much for that to be a workable solution without tripping someone, pulling it out of the system, or wrecking something.
Inputs
I need a “headphone” jack input into the mixing board / sound system. I run all my music from my laptop which lives downstage left. So the cable & sound system situation needs to be able to make that work. If the input is in the back of the room 200 feet from stage, then we need a 200 foot cable so the laptop can live on stage.
Light
Changes
We need stage lights & house lights that can be changed independently. There aren’t many lighting changes through the show, but the ones we need are there for a reason.
We need the ability to have house lights up at 100% for arrival. Stage lights at 10-20%. Then house & stage down to 0% for start of the show. Then stage lights up in a general wash. We can get more fancy with stage lighting if you have a lighting tech who wants to show off; I can put them to work. Then, during the show I’ll ask for house lights, at which point they’re brought up to 80% for the remainder of the show. That’s the entirety of the lighting change list.
Direction
Similar to the sound system, direct overhead lighting we find in ballrooms makes everyone look like a skull. (Imagine the flashlight under the face effect, but the flashlight is on top of your head instead of under. Same effect.) To this end, we’ll need horizontal lighting on trees or the built-in lighting rigs you find at a fine art performing theater.
Staging
The performing area needs to be raised off the ground at least 18 inches so that anyone seated in the back of the room can still see participants on stage (even when the participant sits down).
We need enough room for 6 people to stand on stage and still have room for a table, three chairs, and room for people to move around.
Since this is a participant-heavy show, we need direct uninterrupted access to & from the stage. Will someone need to leave the auditorium, go down a hallway, open a door, walk up into the wings, and out onstage? Yes? Then we need portable stairs brought to the foot of the stage.
If we have portable risers that need steps, those safety steps should be off to stage left or right; not blocking center stage visibility from the audience.
Props
You guessed it: I’ll need a small side table and 3 chairs without arms.
If you have poster board on hand (6 sheets), I’d love to get a heads up before the date of the show so I know I won’t have to spend 40 minutes detouring to a local Staples to buy some.
Projector
If you have access to a projector, we can use it!
If it is a free-standing projector, or a rear-projection screen, then it should have enough room off to the side of the performing area. The general rule is “Can 6 people stand on stage without blocking the projector or getting blinded by the projector? If so, then we’re good!”
If it is a built in projector in a performing space, is it on the upstage wall in back? Or is it downstage hiding the performing area when it’s down?
If it’s in back, then we can use it through the whole show. If it is downstage hiding the stage, then we can use it before the show, then turn off the projector and raise the screen before we start.
Much like the audio cable, the laptop will need to live downstage left. The HDMI cable into the laptop must be able to meet the laptop there.
Conclusion
All of these details are in place to ensure your audience can see & hear everything that’s going on and have a great time at your event.
I have performed under less-than-ideal conditions, but the show succeeded in spite of that environment; not because of it. “We don’t have a stage, nor do we have a microphone, but I know you’re a professional, and you’ll make it work” is not a great way to make sure the audience has the best time possible.
If you have any questions about whether your set up or situation might not work, please give me a call at seven oh two nine 9 seven three 3 8 three and we can talk through it!
Thank you!