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9. Let's Get Technical!

Surprisingly, the most often overlooked details at an event are those concerning the physical set-up of the stage and the sound system itself.

Stage:
One of the main reasons for this is that organizers usually think the facility management itself will handle the physical set-up. The facility people assume the act itself is looking after it. And unless the planners of the event have drawn a map or are setting up the tables and chairs themselves, the facility staff set up based on a generic plan.

This general plan or scheme they have is often lethal to comedy acts, because the basic set-up formula is primarily for ease of moving food. Secondly, the formula assumes the entertainment is a band or music.

Therefore you get the dreaded comedy-will-fail stage set-up.

The stage is set up in front of an empty "dance floor type spot." Often buffet or serving tables are set up here. Once removed, you have a 20 to 40 foot gap between the stage and the audience. This almost always impacts the show in a negative manner.

It is hard enough to achieve chemistry with an audience even if it is seated right in front of you. It may be impossible when they are seated so far away. People at the back, unable to see and hear real well begin talking and it spreads and kills the show.

Special care must be taken to plan the stage if there is a head table. You don't want the head table guests to be seated behind the entertainment, staring at the backs of their heads. Nor do you really wish to move the head table guests to different seating if at all possible.

Sound:
Sound systems don't need to be discussed at great lengths, because all of you reading this at one time or another have been the "victim" of weak and poor sound in banquet room somewhere.

Simply, the entertainers should have their own system, or will order and have a system in place, or at the very least will discuss their needs with the facility staff. As an organizer if you have concerns about sound requirements for your program make sure you discuss your needs with the staff. Be wary of "house systems." Particularly ones that are adjusted by a dial in the kitchen.

Sometimes the place hosting the event will have a contract with a sound supplier. Their success rate is much higher, but be sure to go over all your needs with them. Be aware that most sound providers will hook it up and pre-set a level and will not be there during the event. It is in your best interest to have someone there who can adjust the volume controls and other settings on the equipment.

The Point: A good sound system is crucial to the success of your event. Particularly the entertainment. Do all you can to ensure the best sound possible, and hope the group you hire are also aware how important sound is.

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