Getting Ready for Your Event

A) Addressing a microphone:  Speak directly and “straight-on” into microphones.  The recommended distance from your mouth to the tip of the microphone is within 3 inches of it.  This is important to maximize the efficiency of the microphone and to make your voice sound better.  Sounds can bounce off of surrounding walls, surfaces and especially from the voices of guests and environmental noises.  Please instruct your guests who will use the microphone to do the same.  Remember, that it is human nature to not like the sound of your own voice through a sound system so many people who are not accustomed to using microphones usually pull them away from their mouth (increasing the distance between the microphone and your mouth is the wrong thing to do).  Let your sound-man regulate the volume.  Please follow these guidelines to avoid audio problems.

B) Avoiding speakers:  Try to keep the microphone away from the speakers. A problem known as “feedback” (a loud “squeal” or “woof”) is irritating to most guests and this happens when someone is too close to the speakers.  The sound system is attempting to replicate itself infinitely and your guests will not like this effect.  While we have sophisticated equipment in place to prevent this, when coming up to the front of the room to make announcements, speeches, toasts, etc. avoid standing directly in front of speakers.

C) NEVER tap on a microphone to see if it is on (please tell your guests this!).  It may be funny in the movies but the truth is it can cause hearing damage to your guests or startle them unnecessarily.

D) Documentation: Complete your planning documentation and return it to us at least two weeks prior to your event.  There is a lot of planning involved and you want your event to run smoothly.

E) Setup: It is recommended that the sound system and speakers be setup directly adjacent to the dance floor (See example “A”).  We recommend this setup since projecting sound across rooms, walkways, open spaces and areas where attendees are seated, walking or lingering requires higher volume levels to reach the dance floor area and therefore may expose guests to extreme sound levels.  These high levels can produce uncomfortable and sometimes hazardous conditions.  Do not assume that your event facility, wait staff or event coordinator already know this.

Example “A” (Recommended) shows the DJ and speakers (green arrows) directly adjacent to the dance floor.  Also note the tables in red that require consideration since these tables will experience higher sound levels.

Example “B” shows a bad way to setup the DJ since speakers must project high sound levels through seated guests.  (Unsightly wiring must be run to place speakers next to dance floor)

Example “C” shows another example of the wrong way to position your DJ. (Note that wiring run through guest areas can be a trip-and-fall hazard)

F) Accessibility: Your DJ should be allowed to set-up, operate equipment and otherwise perform in an area that allows full eye-contact with guest(s) of honor and in full site of all activities.  Also have an event coordinator or designated person give verbal and/or visual cues for the DJ to announce guests.  This is the only way to assure that you receive professional Emcee services.

G) Space Allocation:  Your DJ should be allowed at least a minimum 8-foot by 8-foot area for setup, space for setting up speakers. If we are installing our lighting package a 12FT by 8FT area will be required for our truss system. The truss system is ideally installed at the edge of the longest side of the dance floor.  Your DJ requires a minimum of one 15 or 20-amp circuit outlet from a reliable power source within 50 feet (along a wall) of the setup area (longer runs can damage power amplifiers due to a lack of amperes).  This circuit must be free of all other connected loads.  The total output wattage(s) shall be determined by DJ Service (size of the sound system) depending upon event, number of guests and venue.

H) Tonal Characteristics and Sound Levels:  We shall make every attempt to reproduce pre-recorded material as acoustically accurate, linear or “true-to-life” as is technologically possible.  However, you must recognize that the DJ Service’s performance shall primarily be governed according to the direction of the “event facility management” and/or the direction of local authorities (including law enforcement agencies) or ordinance in regards to equipment placement, volume (in decibel or sound pressure levels), dynamic and tonal characteristics of music.

I) Lighting:  When you are paying for “intelligent dance floor lighting” please remember that even though you may be proud of those flood lights that you have installed on your property, your guests are more uninhibited and more likely to remain dancing and stay all night if you allow most of the illumination to come from the DJ’s lighting. It is best to darken the room as safely as possible to maximize the performance. Our DJ lights will emit a fair amount of light on their own. Please note DJ lights flicker and may, at times, strobe. Guests with photo-sensitivity or photo epilepsy should be warned ahead of the event.

J) Wedding Officiants or Guest Speakers: If your wedding officiant would like a sound check they must arrive 60 minutes prior to scheduled ceremony start time.

K) Musicians:  If you have musicians, vocalists and/or speakers that are performing at your event and you are receiving “sound reinforcement” services (amplification of live music acts) it is very important that they arrive at least 120 minutes prior to the start of the event if they wish to have a sound check.

L) Guest Seating:  It is recommended that you take into consideration where you seat your guests in relation to the sound system.  Many older guests do not like the higher volume levels associated with being close to the sound system. From experience we find this to be our #1 complaint when we survey our customers.

M) Hearing Aids:  If your guests are wearing “hearing aids” it is important to note that these devices are a mechanical replacement for the extremely sophisticated human auditory system made up of the ears and human brain.  Since it is very costly to duplicate the extensive processing accomplished by the ears and brain, hearing aid manufacturers will exaggerate certain frequencies in order to allow the listener to hear under normal wearing situations.  However, modern sound systems can be uncomfortable in certain frequencies to these patients since these appliances are made to be cost effective.  These persons should also be seated with consideration of proximity to the sound system. It may be further advised to discontinue use of hearing aids during the performance.

N) Last Words:  Remember that as part of our planning we ask that you help us determine the types of music you do and do not want to hear.  Please let us know if you would like us to avoid specific songs, music of certain genres, recording artists or with questionable or explicit content.

The bottom line is to keep your guests comfortable, dancing, eating, drinking and remaining at your event all night long.  This is the best insurance to maximize your overall investment in your event.