Sound System Purchases: Planning Guide

First Determine What You Don't Need:

The simplest way to determine what you don't need is to produce a complete list of equipment you already own. Include the quantity of each item, when it was purchased, and an assessment of its current condition. Do you want to replace it? Whenever possible, include the manufacturer's name and model number. Please make every attempt to have this information available prior to an on-site survey. Remember to include the equipment "out on loan" or missing from the "usual storage cabinet." Also, don't forget to check the accessories such as microphone stands and cables.

Now Get The Team Together:

Whether your purchasing decisions are being made by an individual or a committee, keep in mind that different ministry teams use the church facilities for different functions. It is important to include input from as many of those sources as possible such as the pastoral staff, music ministry team, youth and children's ministries, senior citizen's group, the drama group, etc. Simply ask the question: "What do you want the sound system to do that it won't do now?" AND, if they can't think of anything at the moment, keep a note pad by the sound system for individuals to list problems and wishes. We can also provide additional ideas and suggestions to consider. The intent for this exercise is not to invite too many chefs into the kitchen. However, it is much wiser to delete or disregard equipment needs based on budget priority rather than not to have considered all the needs and facts.

Determine Priorities:

Figure 1

Options to Consider
Do you use: Background Trax Mixing Console CS Player VCR Hearing Assistance System	Do you: always / sometimes / never have a sound operator	Microphones: Wireless Lavalier Handheld	Cassette Deck needs: Record Auto quick reverse Separate cassette play deck Variable pitch playback Automatic record level

Make a summary list of all recurring equipment problems. Next make a general list of expectations for a new sound system (prioritize each item). Try to avoid specific product or hardware requests. For example, list the need for the speaker system to be properly aligned and equalized rather than listing an Acme Asymmetrical Dual-Time Aligned Digital Pseudometric Equalizer. A list of considerations can be found in Figure 1.

List Budget Restrictions:

Budget is not a four-letter word. The success of any budget is in the flexibility and foresight included in the preparation. For example, don't fall into the trap of spending the entire sound system budget for the next 10 years on the initial installation and purchase. Don't forget that a certain amount of funds will be needed for maintenance and supplies such as batteries for wireless microphones (even rechargeable batteries wear out), repair or replacement of microphone cables, cassette deck maintenance and blank tapes for tape ministry. Also, after a new system is installed what we call "technically-inspired creativity" often occurs. For example, the new wireless lavalier microphone may work so well for a Christmas drama that the music minister or drama director will ask for rental of three more units for Easter only to find the budget has been spent. These types of expenses should be part of an annual technical support maintenance fund. Another suggestion that stems from numerous situations created by "uh-ohs" and "oh-by-the-way's" regards capital funds allotment for the sound system purchase and installation. Make every effort to provide a buffer between the amount of funds that the church board approves and the final proposal estimate. It is better to have additional funds available for refinements after the initial installation rather than realize you need to go back to the church board and lobby for additional funds to finish the project. The most common misconception prevailing in budget decisions is: once the church spends X number of dollars, they will never have to spend another dime on the sound system. What often occurs is the expanded capacity will expand the desire for other enhancements. Don't fall into the trap of thinking "too small."

Make Certain The Decisions Made Are In Line With The Overall Goals Of The Church:

For example, if the church is planning a new construction project within five years, avoid making too many choices that are dependent on the existing structure. If the church is planning to add pews or change the seating arrangement or to add wall-to-wall carpet, don't wait until the new sound system is partially installed before revealing those plans. This information is essential for the sound system design engineer.

Schedule On-site Survey:

Once you have accomplished all the above, select the individuals who desire to or need to be present during the contractor's visit. Be sure to include the people who can make decisions. Determine at least two or three preferred dates. Make certain you have an accurate set of blueprints for all pertinent areas of the church including both structural and electrical/power. Make every attempt to determine variances from the blue print such as dimension or seating area changes. Were sound conduits installed per documentation? Informing the contractor of any changes is essential. Also make certain an individual is familiar with the existing system and will be able to turn on your present system. Keep in mind that your satisfaction is dependent on a comprehensive, well-engineered system design. At the risk of stating the obvious, inaccurate or unavailable information may increase the time and/or cost required to provide a proper system design and proposal.

Be Aware Of Time Frame Restrictions:

It takes time to be sure all the bases are covered. In the process of gathering information and planning, don't let your timetable slip away. Depending on the complexity of the project, it may take three weeks or three months from your first planning session to proposal acceptance. Once a proposal is accepted, it may take one month to three months to complete the installation depending on manufacturer delivery schedules and other projects in progress. In cases of new construction, timetables are dependent on many contractors. Sound system installation cannot be completed until all other work is complete, including pew installation. This may seem somewhat pessimistic, but experience has taught that new projects, regardless of magnitude, rarely get finished by the original time schedule. The bottom line is to avoid challenging O'Toole's Law. O'TOOLE'S LAW STATES:

Whether you are considering a complete new system, system improvements, or simply interested in a new microphone or component, we would appreciate the opportunity to help you accomplish your sound system goals and expectations.

by Travis Ludwig © 1996 Internet Sound Institute (www.soundinstitute.com). This articles is for personal use only. Any commercial reproduction is not permitted without permission. To obtain permission, contact ISI at hopi@soundinstitute.com

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