house audio from conference

So my team went to an event to record the sessions at a conference. They used a p2 card hvx panasonic camera but since the event was 3 days long with 8 hour sessions a day they couldn't record everything on the p2 card. they used onlocation from their PC to capture everything.

for the audio they took the house xlr and put it in the hvx. the house mics were not being monitored. they just went straight from mics, lavs into the rooms speakers and from there we took the house speakers and plugged it into channel 2 of our camera and made sure to have channel 1 a little lower. i was not there for the event. Otherwise i wouldve listened to everything through headphones to hear if they were HOT.

the audio did come out very hot and distorted at times. How can we make sure this doesn't happen again. Could we have taken the house audio put it through a mixer although it is already gone through the speakers and tweaked it before putting it through the camera? any advice or tips on how to better record audio at big conferences. we did not sponsor the event, otherwise we would've had a professional sound guy. but we did promise our viewers on our site that we would have their sessions online. any advice would be great!!! thank you!!!