How to set up a portable sound system successfully

This is an idea of how to speedily set up a portable sound system, derived from experience more than anything else. 

Prior to the event

A little preparation always helps reduce a large number of problems.

  • Contact the leader of the event and/or band to only set up what is needed
  • Bring a CD, test DVD and/or an mp3 player for background music
  • Aim to arrive as early as you can

Gear Setup

To simplify trouble-shooting, split setup into a couple stages. Firstly get stuff roughly laid out and some basic music playing, proving the basic system is ok. Ideally this can all be done before anyone arrives so you're out of their way.

  1. Layout big pieces of equipment first (desk, amp, speakers and monitors)
  2. Move other bags to convenient locations prior to plugging things up
  3. Run speaker cables to the amp and desk plus sorting power cables
  4. Using a simple source like your favourite tunes to play some music through the main speakers and ensure the amp and basic board is set volume-wise
  5. Run the multicore/snake and plug up the monitors/foldback and try sending the music to each monitor one by one and set a base initial volume level
  6. Layout microphone stands with mics in the holders (but no cables) and music stands, moving it all around until you've got a comfortable layout
  7. Attach cables to the mics and DI boxes for instruments starting at the multicore and working out, leaving the spare cable at the mic stand or instrument. Splitting mics and instruments into groups (eg. 3 mics in 1 to 3 and start instruments from 4 leaving yourself some space) and insert them as you'll see them, eg. 1 is left, 2 is the next one along, etc.
  8. Tidy up as much as you can (putting away bags and trip-hazards), making an effort if you can to tidy the cables together into neat rows. Make sure you leave a spare XLR and instrument cable out in easy reach just in case.

System Testing (Not Sound Check)

By now most of the front-of-house work has been done, you should be able to move mostly to the desk now. Hopefully you've enjoyed playing your tunes loud :)

  1. Get someone (even a kid) to test the mics for you in order, muting everything else but that channel so you can be sure it is plugged up as you intended
  2. Test the instrument lines/ DI boxes in a similar way, keyboards are particularly good as the output is consistent and so you get decent gain settings
  3. Test the wireless mics now (you'll forget them later) but only after doing a battery-check on them as this will effect their volumes. If they're not 'Good' then swap the battery now or forever hold your peace when it dies mid-event.
  4. Write all the channels on the board (maybe on a piece of masking tape)
  5. Go through all the channels systematically (eg. start at 1) and try to set:
    • gain/sensitivity level with respect to 'importance' (aim for 7/10 as max)
    • basic EQ you need, mainly to check nothing has been set wildly
  6. Follow the foldback/monitors and preset it roughly (experience will help)

    Sound Check (With People)

    Take the chance to sound-check people on an as they arrive basis and then all together when they're ready. Gaps while you wait are great chances to find the speaker and give them the wireless mic or get the latest running order.

    1. Grab whomever is at the front (use a wireless mic if you need) and get them to do a sound-check and give you feedback on their monitor if they have one. Then repeat this with whomever seems ready (don't turn on anything until you're ready - eg. leave the lead guitarist off until you're ready)
    2. While a band does their initial run-through give them your full attention and have a listen to the mix, though it's unlikely they'll be giving it all. After the first song or two check the lead is happy with their monitor if not already done.
    3. Ask for a full-on run through of a song which you'll need to balance the mix. This is a good time to use headphones to set things (blocking out all noise)

    Relax and Chat

    When they seem happy go to the toilet, grab a coffee, say hello to people as it'll be a while until you can do so again. It's also a good time to double-check there isn't some last-minute addition (extra musician, video, etc) and you'll have time.

    Make sure you're at the desk before things start with some gentle background music playing to get people into the mood.
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