Plan PA coverage for speeches and announcements
A speech schedule is more useful than a list of names. It explains who needs to be heard, where the audience will be and how each speaking moment begins. Build it from your actual programme, then ask Fables to check the proposed PA arrangement against it. A welcome in the garden and speeches during dinner deserve separate entries even when the same people attend both.
Describe each speaking moment
List each speaking moment with its location, intended audience and approximate timing. Include informal moments that might otherwise be missed, such as a host welcoming guests or someone introducing the evening entertainment. Label a provisional time clearly so the equipment discussion does not depend on an apparently fixed programme that may change.
Count people who speak together
Count simultaneous microphone users and distinguish named speakers from general announcements. A discussion between two people differs from several speakers taking turns. Describe the intended exchange and any movement between tables or a presentation position. Ask the supplier which microphone arrangement is proposed rather than equating speaker names with equipment quantities.
Name the person managing introductions
Ask who introduces, cues and hands over to each speaker; record what the venue already provides. The person making introductions needs the same running order as the operator. Include pronunciation notes or other practical information only where useful to that role. Agree where the microphone is handed over and who checks that the next speaker is ready.
Arrange a practical check
Allocate an agreed rehearsal/check window and bring unanswered microphone questions to Fables. Share the speaking positions and intended playback with the operator before agreeing the check. Confirm who attends and when the room is accessible. A check of the actual arrangement is more useful than expecting the speaker to work everything out as guests arrive.
Keep one usable schedule
Prepare a speech-and-announcement schedule that a quoted equipment arrangement can be checked against. Give the document a date and a named organiser. When a speaker changes, update the affected entry and tell the operator what has changed. Keep equipment and operating arrangements subject to the written quotation and the supplier's confirmation.
| Record | Detail to agree |
|---|---|
| Moment | Welcome, introduction, speech or announcement |
| Location and audience | Named space and people intended to hear |
| Speaking format | One person, handover or simultaneous conversation |
| Cue and operator | Who introduces and who manages the sound |
| Status | Time, equipment questions and latest confirmation |
Questions about this worksheet
Does each speaker need a separate microphone?
Explain whether speakers take turns or speak together, their positions and any planned movement. Fables can confirm the proposed number and type of microphones for that arrangement; a headcount alone does not settle it.
Can the organiser make announcements as well?
Include those announcements in the brief and agree who operates and cues them. An extra speaking task may need reviewing even when it is short, especially if it occurs in another part of the venue.