Clear announcements help visitors follow the programme, competitors hear instructions and organisers keep an event moving.

But good event sound takes more than plugging in a microphone and turning up the volume. Speaker positions, power supplies, microphone use and the layout of your venue all affect what people hear.

At R & J PA Hire, we supply sound and communications equipment for events across Yorkshire. Here are seven common event sound mistakes to consider when planning your next show, rally, sporting fixture or community gathering.

1. Planning Sound Too Late

Leaving PA arrangements until the final stages can limit equipment availability and leave little time to discuss coverage.

How to avoid it: Contact your supplier once your date and venue are confirmed. Share your programme, approximate attendance and a site plan if available. You don’t need every detail finalised to start the conversation.

2. Choosing Equipment Without Considering the Site

Two events with similar attendance can need very different systems. Visitors gathered around a small arena need a different approach from spectators spread along a course or across a showground.

How to avoid it: Explain where people will be and which areas need announcements. Consider entrances, trade stands, competitor areas and car parks as well as the main ring.

Our outdoor PA hire service can be planned around your venue and programme.

3. Relying on Volume Instead of Speaker Placement

Turning up one speaker may make it uncomfortable for nearby visitors while leaving distant areas difficult to hear.

How to avoid it: Plan speaker positions to distribute sound across the required areas. Larger sites may benefit from several speaker locations, with their levels and timing adjusted to suit the layout.

Walk around the venue during testing and listen from the places visitors will actually stand.

4. Forgetting Microphone Checks and Presenter Briefings

A microphone held too far away can make speech difficult to understand. Moving into the coverage of a loudspeaker can also increase the risk of feedback.

How to avoid it: Give presenters a short briefing and let them practise with the microphone. Check speaking distance, movement around the arena and outdoor wind protection during setup.

Test radio microphones in the areas where they will be used.

5. Overlooking Power and Weather Protection

Sound equipment needs suitable power and protection from the conditions on site. A distant socket or an unconfirmed generator arrangement can create avoidable problems during installation.

How to avoid it: Agree power requirements with your supplier beforehand. Discuss equipment shelter, cable routes and any suitable battery-powered alternatives.

Ask what spare equipment or backup arrangements are appropriate for your event.

For further advice on planning power supplies for an event, see the https://www.hse.gov.uk/event-safety/electrical-safety.htm

6. Leaving Too Little Time for Testing

A system that works beside the commentary position may still have gaps in coverage elsewhere.

How to avoid it: Allow time before opening to check microphones, speaker coverage, batteries and audio sources. Test announcements from the actual commentary position and confirm who will operate the equipment.

Repeat relevant checks after changes to the setup.

For information about wireless microphone frequencies and licensing, see Ofcom’s guidance on programme-making and special events.

7. Forgetting Communication Between Event Staff

The public PA helps visitors hear announcements, but organisers also need a way to communicate with stewards, gate teams and car park staff.

How to avoid it: Consider two-way radio hire alongside your PA requirements. Agree who needs a radio, how channels will be used and where batteries will be charged.

A Quick Checklist for Your Next Event

Before requesting a quotation, gather:

• Your event date, location and operating times.
• A site plan showing the areas requiring sound.
• Details of commentary, presentations and music.
• Available power supplies.
• Radio requirements for your event team.
• Delivery, installation and collection arrangements.

Speak to R & J PA Hire

Planning a show, steam rally, horse event or community weekend?

R & J PA Hire supplies PA systems, commentary units, radio microphones and two-way radios, with setup and support arranged to suit your event.

Call Richard on 07889 438187 or contact us to discuss your requirements.