Check the acoustics and physical needs before you select a room

Before booking a room, check the acoustics. If voices of your participants bounce around, you’re in for trouble. A speaker can’t be understood when acoustics are bad. He can be heard, but not clearly heard. It’s exasperating! Sound engineering has made rapid strides in the last few years. But in the past there have been many instances when new ceilings had to be installed in new buildings. Why? The acoustics were poor. Acoustics cannot be checked in the absence of an audience. The bodies of the people attending will alter the travel and effect of sound. Visit the room while a meeting is in progress. If this isn’t practical, contact someone who booked a recent meeting there. If acoustics were bad, he will still be complaining about it!

Guard against alien noises

Few rooms are soundproof. Inquire about activities to take place nearby. Will barbershop quartets turn up in the next room? Will an orchestra rehearse across the hall? Is noisy remodeling scheduled? How about noises from the outside? Is the street only a few stories below? Is it heavily traveled? Will there be open windows on warm days, or air conditioning?

Anticipate all physical needs before selecting a room

Does the room have a stage? If not, can a platform be erected?
Is there a backstage area for hiding people? If not, can screens be used?
Will the building management permit company personnel to move props? If not, will union stagehands be available?
Are rest room facilities adequate? If not, can additional facilities be used?
Will cloak room services be fast enough? If not, will self-service avoid a bottleneck?
Can telephones be removed? If not, can they be blocked by the switchboard operator?
Is a freight elevator available? If not, will doors, halls and stairways permit movement of bulky props?
Is the right type of current (AC or DC) available? If not, can the building engineer convert to what you need?
Does the engineer know whether your equipment will overload the line? If not, will the electric company advise you?
Is a p.a. system available? If not, will one be needed?
How about decorations? Are they needed?
Will a company banner or product display make the room look better?
How to Select the Best “Mike” for Your Purpose
A good p.a. system must be strong and clear enough to command attention. The only way to tell whether a p.a. system is this good, is to listen to it when the room is filled with people.
The fellow who arranges a sales meeting will usually accept whatever p.a. equipment he’s offered. He’s safe in doing this most of the time, but occasionally he won’t be offered the equipment that’s best for his purpose. And every sales meeting is important enough that the proper equipment should be used. There are systems and there are other systems. The difference is much in the microphone of which there are three kinds: a one-directional, a two-directional, and an all-directional.

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