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October 13, 2022

Sound Communication is the Key to Orchestrating a Successful Event Two-Way Radios are Essential

Article by Ali Regli
Successful live events rely on a flurry of activities that must seamlessly work in concert together. High-touch communications ensure that all details fall into place at a moment’s notice for small and large events. Whether the event is weeklong production, like The Miami Boat Show, an international sporting event like Formula 1, or an annual music festival like Ultra, endless logistics must be coordinated to ensure these spectacular events happen safely and seamlessly.
A long table is set up for a wedding reception, where two-way radios are being used.
There is a plethora of smaller satellite activities to coordinate. Catering at a 5-star dining event, transportation, show management, VIP experience, and security are just some of the departments that need real-time communications. Updated technologies incorporated into this steadfast tool, walkie-talkies, are the most reliable form of communication when everything is on the line and needs to be flawless.
Two-way radios provide benefits that make them the right form of communication for live events:
  • Two Way Radios are robust and resistant to challenging conditions, such as incumbent weather or dusty environments. 
  • They can be discreet when dealing with VIP high-security clients.
  • They can connect with Public Safety with a push of a button. When lives are hanging in the balance, you need your incident management plan to be on target. 
  • A simple push of the PTT button to one or more VHF/UHF radios positioned at the same frequency by specific departments enhances operation workflow. Instant communication between staff members and supervisors assists in the ease of operations.
  • Features like an ‘Emergency Alert’ or ‘Man Down’ make the difference when seconds count. Press a single button to send a distress message to the right people at the right time. Potentially saving lives.
A man in a suit talking on a cell phone in a conference room while using Two-Way Radios for communication.

When planning your next event, answer these questions to select the right mix of equipment for you:

Q: How long is the event?  

A: If the event is an all-day and night affair, the equipment must have a battery life that can cover that time period. It is always smart to have extra batteries and accessories, such as multi-functional chargers, to ensure the walkie-talkies never run out of battery life when needed. 

Q: Is the event Indoors or outdoors?

A: When an event is indoors, the radio must be able to perpetrate walls. Therefore UHF 2-way radios are more suitable indoors with concrete walls and steel guitars. Outdoors and UHF radios are recommended when in the middle of cityscapes. Buildings constitute obstacles that UHF radios best penetrate or go around in case of obstructions made of steel. VHF Radio is recommended for outdoor events with a clear line of sight and long-range areas; coverage is needed when your event is both inside and out; a UHF unit is good for both. 

Q: What is the terrain like?  

A: Outdoor events rely on the weather, which can be unpredictable; the radios must be rugged and stand the test of time. Depending on the location and season, water-resistant, dustproof, and heatproof radios may be needed. 

Q: What is the range you are covering? 

A: When larger distances need to be covered, using a repeater extends the range of your radios. 

A woman is holding a Two-Way Radios at a trade show.

Q: What is the venue like? 

A: Consider which accessory will fit the venue and the user.  When crowds gather, hearing what is being said is essential. Organizational staff must help spectators and attendants promptly deal with security, safety, and health requirements when needed. Loud concerts need noise-canceling headsets. If you are in charge of a VIP red carpet event, a slim, low-profile handset with discrete earplugs may be the ticket. The production set typically uses speaker mics (biscuits) and surveillance mic accessories during the show. Double noise-canceling headsets are a perfect accessory in high-noise environments. Concerts, Music Festivals, Auto Racing, and Professional Sporting events need these.

Q: How many Radios do you need? 

A: Be sure to have the right number of hand-held radios, accessories, and charging stations to meet the demands of the event. Consider how many attendees will be at the event and how much staff you need to accommodate. It is always better to have a few extra than not enough. 

Q: What departments need communications? 

A: Maintenance, Security, Catering, Parking, Transportation. Housekeeping, Hospitality Management, and Audio Visual are just a few departments that rely on instant communications for total show management.

Q: Who is responsible for the event and the equipment? 

 A: A team leader responsible for handing out the equipment assures the radios are in the right hands at the right time. They can keep inventory to ensure the gear is accounted for and returned, avoiding unnecessary costs for lost equipment. SEI provides sign-out sheets with each order to keep the inventory control. 

A woman in a red dress is setting up a table at an outdoor event while communicating via two-way radios.

Q: What milestones do you need to meet and when? 

A: With the supply chain issues and shipping issues, planning is a must. Put your order in well in advance. Cross your T’s and dot your I’s to be sure the details on the shipping labels are correct to avoid mistakes that can be costly. Measure twice, cut once!

Whether you are an Event Planner, Destination Management Company, Convention Center, Stadium, Meeting Planner, or Hotel, logistics is your business. Be sure to have the right communications to meet the needs of the event and venue.

Smooth collaboration happens with strong communication. Communications happen with two-way radios.

About SEI Wireless Solutions Two Way Radio Rentals:

 SEI Wireless Solutions’ clients include many of the best-known organizations and mega-events in the country, like Formula 1, First, College Football games, PGA Korn Ferry Tour, and Ultra Music Festival. Whether your event is large, small, or somewhere in between, wireless communications save time and enable you to respond more quickly to boost safety, security, efficiency, and service levels.

SEI has provided Two-way Radio Rentals Nationwide for over 30 years. We offer a range of two-way radio rental opportunities to meet your short-term two-way communications needs. Our experienced rental department can design a walkie-talkie package to your exact needs and get it to you when you need it.

Be sure to rent or buy your Two Way Radio from SEI to assure your next event is a success. 

Contact SEI Wireless Solutions Today!  

888-450-5558|  se********@se******.com 

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