Sound System Purchases: Planning Guide

It's been said that people don't plan to fail, they simply fail to plan. This is true for both individuals and organizations, and it's certainly too often true for schools. Many schools, when faced with the task of upgrading or replacing their sound system, treat the project with what may seem to be adequate attention. But more often than not, the time and energy devoted to such an important aspect of school functions resembles that of ordering new choir robes in time for the fall concert: what style and color, how many, and what is the best quality material to purchase with the available funds?

Planning for an engineered sound system is more complex. Many people are not aware of sound system products that are available or the difference those products can make to the effectiveness of the sound system, whether it's used for sports announcing or the spring musical. But we're here to help you plan and work toward the system that best meets your needs and budget.

The right design with the right products can make a big difference. That's why we put so much emphasis on the initial decision-making process. In fact, our customers often comment on the amount of information gathered before actually putting together a sound system proposal. The questions we ask give us real information and a sense of direction that a 15-minute on-site visit and a "one-size-fits-all" proposal cannot possibly provide. Our most satisfied customers have been those that have taken the time to make well-informed decisions that result in successful short-term and long-term solutions for their sound system needs. With this in mind, please consider the following guidelines. We hope these suggestions will give you a good start in the right direction.

The First Step

Make certain the decisions you make don't conflict with the overall goals of the facility.

For example, if the school is planning a new construction project within five years, make decisions that take into account future needs. If the auditorium is planning to add carpeting or change the seating arrangement, don't wait until the new sound system is installed before revealing those plans. This information is essential for the sound system design engineer.

Take Inventory

The simplest way to determine your needs is to compile a list of equipment you already own. Essential information would include the quantity of each item, when it was purchased, and an assessment of its current condition. Whenever possible, include the manufacturer's name and model number. Please try to have this information available prior to an on-site survey. (Remember to include equipment "out on loan" or missing from the "usual storage cabinet.") Also, be sure to list miscellaneous items such as microphone stands and cables.

Ask For Input

Whether your purchasing decisions are being made by one individual or a committee, keep in mind that many different groups use the facilities for a variety of functions. It's important to include input from as many different sources as possible. Here's a partial list of people to consider:

• Music department
• Drama department
• Speech department
• Administration
• Custodial staff
• AV department
• Athletic department

Simply ask the question: "What problems have you had with the existing sound system?" If people can't think of anything at the moment, please keep a note pad by the existing sound system for them to write down problems as they occur. This exercise is not intended to invite too many chefs into the kitchen. But knowing what works and what doesn't can help prevent frustration in the future.

Now, make a summary list of all problems that have occurred with the old equipment.

Determine Priorities

To determine your priorities, make a list of expectations for your new sound system. Try to remain as general as possible.

Then, rank your expectations in order of importance to be completed. For example, is it more important to have a wireless lavalier microphone for the drama department, or to have a hearing impaired system? Maybe both of these items are essential. This list will come in handy if there are budgetary restrictions. We would be happy to help you with this task.

Review Budget

The success of any budget is in the flexibility and foresight included in its preparation. For example, don't fall into the trap of spending the entire sound system budget for the next ten years on the initial installation and purchase. Don't forget that a certain amount of funds will be needed for maintenance and supplies. You may need batteries for wireless microphones, repair or replacement of microphone cables, cassette deck maintenance and tapes, or replacement of stolen equipment.

Frequently after a new system is installed, people start to get inspired. We call it "technically-inspired creativity." For example, the new wireless lavalier microphone may work so well for the fall musical that the director will want to rent three more for the spring production. These types of expenses would be a part of an annual technical support maintenance fund. Make every effort to provide a buffer between the amount of funds that are appropriated and the final proposal.

Remember, it's better to have additional funds available for refinements after the initial installation rather than having to search elsewhere for additional funds to finish the project. Even with the best of planning, there is still often an "oh-by-the-way." The most common misconception that prevails in budget decisions is the notion that once "X" number of dollars are spent, you'll never have to spend another dime on the sound system.

Schedule On-Site Survey

Once you've accomplished all of the above, select those individuals that desire to or need to be present during our site visit. Determine at least two or three preferable dates and times of day. Make certain you have an accurate set of blueprints for all pertinent areas of the facility, including structural and electrical. Make every attempt to determine any variances from the prints, or if certain conduits were not installed for the old sound system cable. Informing us of this is essential. Also make certain that at least one individual familiar with the existing system will be present and able to turn on the old system.

Keep in mind that our ability to provide a comprehensive, well-engineered system design is entirely dependent on the accuracy and completeness of the information given. At the risk of stating the obvious, any information that is inaccurate or unavailable may increase the time and/or cost required to provide a proper system design and proposal.

A Final Note

In the process of gathering information and planning, don't let your time-table 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 30 to 90 days to complete the installation, depending on manufacturer delivery schedules and other projects in process. In cases of new construction, time-tables are dependent on many other contractors. A sound system installation cannot be finished until all other work is complete.

Are you considering a complete new system, system improvements, or simply interested in a new microphone or component? We are ready and willing to help you accomplish your sound system goals and expectations.

by Travis Ludwig © 1996 Internet Sound Institute (www.soundinstitute.com). This article 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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