This episode of “Behind the Machine” focuses on event audio fundamentals with the goal of helping event planners avoid common audio pitfalls and create professional experiences. Host Speaker A interviews Marisa Dostilio, VeeKast’s head of events and operations, to share insider knowledge about proper audio setup, equipment requirements, and preparation strategies. The discussion covers technical specifications, venue considerations, and practical tips for ensuring clear, impactful sound that enhances rather than detracts from events, galas, and fundraising activities.

Guest Biography:

Marisa Dostilio serves as the head of events and head of operations at VeeKast. She brings extensive experience in event audio production and regularly conducts site visits to assess venue acoustics and speaker requirements. Marisa specializes in coordinating with entertainers, managing speaker testing protocols, and ensuring optimal audio experiences across various event formats.

Key Topics Discussed:

In-House Audio Limitations

Venue-provided audio systems are typically designed for background music and basic announcements, not professional speaking events. These systems often produce distorted, “crunchy” sound quality that fails when audiences need to clearly understand presentations, videos, or fundraising content. Professional audio companies should be hired instead of relying on venue equipment to ensure proper sound quality and audience engagement.

Speaker Quantity and Placement Guidelines

The standard recommendation is two speakers per 100 attendees, with additional speakers added for larger crowds or unusual room shapes. Room acoustics, carpeting, dining service noise, and architectural features all impact speaker requirements. Proper placement ensures even sound distribution throughout the venue, allowing audio to “cut through” ambient noise without being uncomfortably loud.

Speaker Preparation and Testing Protocols

All speakers, especially first-time microphone users, children, and auctioneers, must arrive early for equipment testing and familiarization. This preparation prevents technical difficulties during live presentations and ensures speakers feel comfortable with the equipment. Audio teams should be positioned visibly to provide reassurance and support to nervous presenters during events.

Entertainer Integration Challenges

Bands and DJs often bring their own sound systems that must be coordinated with event audio equipment. Early communication between audio teams and entertainers is essential to determine equipment compatibility, cable requirements, and sound routing for videos and announcements. Contracts should be reviewed before signing to avoid unnecessary equipment conflicts.

Professional Audio Team Benefits

Experienced audio professionals conduct proper frequency testing, provide backup microphones, and ensure sound penetrates throughout the venue effectively. They understand how to make audio feel “encompassing” rather than harsh, create professional, flowing presentations, and handle technical issues that can arise with public frequency interference.