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You're facing audio issues at a crucial keynote presentation. How do you ensure smooth sound delivery?

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When you're in charge of organizing a conference, the last thing you want is for technical glitches to disrupt a keynote presentation. Smooth sound delivery is critical to maintaining the professional ambiance of the event and ensuring that the message is clearly conveyed to the audience. If you're facing audio issues during a crucial keynote, don't panic. Instead, follow these steps to troubleshoot and resolve the problem quickly and efficiently.

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Helen Tiffany
Reinaldo Borges Júnior

Scrum Master | CSM - Certified Scrum Master | Training Gest?o de Projetos de TI
Cynthia Samblas Defferary

Sociologist / medical sociologist

1 Initial Checks

Before the presentation commences, always run a thorough sound check. Ensure that all microphones, speakers, and connections are working properly. Check the batteries in wireless mics and have spares on hand. Test the sound levels from various parts of the venue to confirm that the audio is clear and at an appropriate volume. If you're using a digital audio mixer, save a preset of the optimal settings to quickly revert to if needed. This proactive approach can prevent many audio issues from arising during the keynote.

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Reinaldo Borges Júnior

Scrum Master | CSM - Certified Scrum Master | Training Gest?o de Projetos de TI
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Sempre que vou receber palestrantes para eventos que organizo, pe?o antecipadamente o material que o palestrante vai utilizar. No dia do evento (ou no anterior), deve-se testar tudo para garantir sucesso na palestra. Após checar a apresenta??o, testamos os microfones que o palestrante e os cerimonialistas utilizar?o. Para tanto, pe?o auxílio antecipado para profissionais especializados na checagem das fontes de energia e plugins dos microfones, garantindo que todos os dispositivos estejam conectados a fontes estáveis. Flutua??es na energia podem causar problemas de interferência, sendo assim, deixo planejada a presen?a do técnico no momento da palestra também (de preferência, o mesmo técnico que realizou os testes anteriormente).

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Udit Joshi

Empowering Associations & Making Communities Interact.
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Apart from initial checks with your audio visual team, it is important to also apprise your speakers about the tools that you are using. Often, in anxiety or nervousness or lack of time the speakers tend to forget switching on the mics, adjust it to their levels or ignore the setup. Quick briefing with the speakers before going on the stage will help.

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2 Backup Plan

Having a backup plan is essential for tackling unexpected audio issues. Keep spare microphones and cables readily available. If you're using a wireless system, be prepared to switch to a wired one in case of interference. Additionally, ensure that there's a secondary audio system set up and ready to go. This can be as simple as having another set of speakers connected to a different mixer or audio source that can be activated with minimal disruption.

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Reinaldo Borges Júnior

Scrum Master | CSM - Certified Scrum Master | Training Gest?o de Projetos de TI
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é essencial se planejar para eventuais problemas com os materiais elétricos e eletr?nicos das palestras, para que tudo ocorra da melhor maneira. Ter microfones reserva, bem como fia??o e plugins, torna-se essencial para garantir que, caso ocorra algum imprevisto de som, podemos rapidamente resolver o problema. Após, explico para o público o que ocorreu, mas que o evento estava preparado para ocasi?es indesejadas como esta.

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3 Communicate Clearly

Effective communication with your audio team is crucial during an audio mishap. Use clear, concise language to describe the problem and what you need done. If you're not versed in technical audio terms, describe the issue in layman's terms—such as feedback, echo, or volume fluctuations. This will help the technicians diagnose and fix the issue more efficiently. Remember, staying calm and collected can greatly influence the team's ability to resolve the situation promptly.

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4 On-the-Fly Fixes

Sometimes, audio issues can crop up unexpectedly in the middle of a presentation. Be ready to make on-the-fly adjustments such as reducing microphone gain to prevent feedback or moving speakers to eliminate echo. If there's a persistent issue that can't be resolved immediately, have a plan to subtly signal the speaker to adjust their position or microphone usage. Quick thinking and adaptability are key in these moments.

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Reinaldo Borges Júnior

Scrum Master | CSM - Certified Scrum Master | Training Gest?o de Projetos de TI
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Algumas atitudes que podem corrigir facilmente problemas de áudio s?o: - Reajuste de posi??o das caixas de som - Verifica??o da fia??o de cada equipamento. - Checagem da voltagem em que cada equipamento está ligado. Além disso, boas práticas para sua seguran?a pessoal é ter algum profissional autorizado e capacitado para efetuar suporte elétrico/eletr?nico, podendo corrigir falhas e resolver o problema. Porém, para ter este suporte, deve-se colocar, no planejamento da conferência, esse auxílio, para que todos estejam alinhados com a data, servi?o e or?amento desta atividade de suporte ao evento.

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5 Audience Engagement

If an audio issue becomes noticeable to the audience, acknowledge it swiftly and assure them that it's being addressed. This transparency can alleviate frustration and maintain trust. Engage the audience with a brief interactive segment if appropriate—such as a quick Q&A or discussion—while the issue is being fixed. This keeps the audience focused and prevents the disruption from overshadowing the content of the presentation.

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6 Post-Event Analysis

After the event, do a post-mortem analysis of what went wrong with the audio. Discuss with your team and the audio technicians to understand the root cause of the problem. This will help you learn from the experience and put measures in place to prevent similar issues in future events. Documentation of these incidents and how they were resolved is a valuable resource for continuous improvement in conference organization.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Helen Tiffany
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One thing I do is meet the AV team before if I can, see what mics they have - radio, lapel etc and check I can wear them- familiarising yourself with muting and knowing where on a stage you might encounter feedback if you’re prone (as I am) to roaming…

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Cynthia Samblas Defferary

Sociologist / medical sociologist
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It has happened to me in the past, and it was something as simple as old batteries in a mic. Make sure there are always new batteries in place and extra for back up plus another mic. If there is a power cut in the system. Just use your voice and ask those sitting right at the back if they can hear you first, and make sure they do let you know with a thumbs up/down and adjust accordingly.

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Ann Charles

Radio Production & Technology consultant at Ann Charles Media
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Make sure the wireless microphones have fresh batteries, and change them over at lunchtime or in a break so you don’t get caught out. Also have some mic belts to hand for any speakers wearing dresses without pockets. (These are usually hidden under clothes).

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You're facing audio issues at a crucial keynote presentation. How do you ensure smooth sound delivery?

1

2

3

4

5

6

7

1 Initial Checks

2 Backup Plan

3 Communicate Clearly

4 On-the-Fly Fixes

5 Audience Engagement

6 Post-Event Analysis

7 Here’s what else to consider

Conference Organization

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You're facing audio issues at a crucial keynote presentation. How do you ensure smooth sound delivery?

1

2

3

4

5

6

7

1 Initial Checks

2 Backup Plan

3 Communicate Clearly

4 On-the-Fly Fixes

5 Audience Engagement

6 Post-Event Analysis

7 Here’s what else to consider

Conference Organization

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感谢您的反馈

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