How to Manage AV Staff Across Multiple Locations

Managing AV staff in a single location can be a challenge—but coordinating them across multiple sites introduces a whole new level of complexity. From ensuring seamless communication to maintaining quality standards and meeting event timelines, understanding how to manage AV staff effectively is essential for event success.

In today’s fast-paced, hybrid event landscape, audio visual crewing often extends beyond a single city or venue. Companies like NPDTV have successfully adapted to this shift by building efficient workflows, smart logistics, and skilled talent management systems.

Here’s how any production manager or event planner can master the art of managing AV staff across locations.

Understand the Scope of Each Location

The first step in knowing how to manage AV staff is understanding the specific requirements of each event or site. Not all locations have the same setup, space, equipment access, or staffing needs.

Some venues might need a full-scale AV crew with lighting, sound engineers, and video directors. Others may require just one or two technicians to handle a streamlined event. Assessing these requirements upfront ensures proper crew allocation.

Take into account:

  • Equipment availability

  • Power access

  • Venue layout

  • Internet connectivity

  • Staffing capacity

This groundwork allows you to assign the right mix of local and traveling AV technicians without over- or under-staffing.

Build a Localized AV Talent Network

When thinking about how to manage AV staff remotely, having a reliable local talent pool is crucial. Working with regional professionals can significantly reduce travel costs, last-minute delays, and logistical challenges.

Establishing relationships with local AV specialists or tapping into audio visual crewing partners helps bridge the gap between distant locations. You get access to pre-vetted, experienced technicians who are familiar with local venues, regulations, and vendor policies.

At NPDTV, we’ve built strong connections with freelance AV experts across major markets to ensure each event is executed smoothly—no matter where it's held.

Standardize Training and Processes

Consistency is key across multiple sites. When your AV crew operates in different states or cities, standardized processes help ensure uniformity in execution and quality.

Here’s how to create a standardized approach:

  • Develop training manuals and SOPs (Standard Operating Procedures)

  • Use video tutorials for equipment handling and event protocols

  • Hold virtual training sessions before multi-location deployments

  • Maintain a centralized database of tech checklists and safety procedures

By doing this, every technician—whether local or traveling—understands expectations clearly. That’s one of the most efficient ways to scale your audio visual crewing efforts without compromising quality.

Implement a Centralized Communication System

Smooth communication is the backbone of managing dispersed AV teams. Whether your crew is setting up in Chicago or dismantling equipment in Atlanta, real-time communication helps avoid confusion, duplication of effort, and mistakes.

Use tools like:

  • Slack or Microsoft Teams for daily coordination

  • Zoom for pre-event briefings

  • Google Drive or Dropbox for sharing files and floorplans

  • WhatsApp for instant communication during events

Knowing how to manage AV staff means knowing how to keep them connected. These tools ensure your on-site and remote teams are always on the same page, especially when changes happen at the last minute.

Assign Dedicated Team Leads Per Location

In multi-location AV operations, every crew needs a point person. A designated team lead can act as the bridge between upper management and the local team. They ensure the site’s specific needs are met while maintaining the overall project vision.

Responsibilities of a team lead include:

  • Conducting pre-event walkthroughs

  • Coordinating with venue staff

  • Reporting progress to the central project manager

  • Troubleshooting technical issues in real-time

By empowering location-based leads, you maintain control while giving crews the autonomy to adapt on the ground.

Use AV Scheduling and Labor Management Software

Manual scheduling across multiple time zones and crews can get overwhelming. That's why technology plays a key role in how to manage AV staff efficiently.

Platforms like LASSO, Shoflo, or CrewManager are designed specifically for the live events industry. They let you:

  • Schedule shifts across regions

  • Assign tasks to crew members

  • Track crew availability and certifications

  • Send out automated reminders and updates

Such software tools reduce scheduling errors, boost crew accountability, and make coordination easier—even when you're managing dozens of people in different cities.

Conduct Virtual Pre-Event Briefings

Pre-event coordination is vital for success. Hosting a virtual briefing ensures everyone understands the event goals, tech setup, and emergency protocols—before they ever arrive on-site.

During these meetings, cover:

  • AV setup diagrams and signal flow

  • Venue-specific instructions

  • Crew responsibilities and call times

  • Gear transport and load-in logistics

It’s a good practice to record these calls for anyone who can’t attend. This reinforces clarity and reduces miscommunication, especially when working with remote audio visual crewing teams.

Establish Clear Reporting Protocols

Post-event reporting is often overlooked but vital in improving future performance. When you’re working across various cities, it's important to implement structured reporting.

Ask team leads to submit:

  • Wrap-up reports

  • Incident logs

  • Equipment usage summaries

  • Client feedback

These reports offer insights into what worked, what didn’t, and what could be optimized for future multi-location gigs. Over time, it improves how you manage AV staff at scale.

Ensure Equipment Consistency or Compatibility

One often underestimated aspect of managing AV crews remotely is the equipment. Whether you're shipping gear or using local rentals, you need to ensure technical compatibility.

Establish an equipment standard list, which includes:

  • Preferred models for microphones, mixers, and lighting rigs

  • Video switchers and signal converters

  • Backup gear recommendations

If gear will vary by location, provide compatibility guidelines and setup instructions in advance. When crews know exactly what they’re working with, they can adapt quickly without compromising performance.

Maintain Compliance and Labor Regulations

Another important component in how to manage AV staff across states is understanding regional labor laws. This includes overtime regulations, break requirements, union rules, and safety protocols.

Working with an AV staffing partner like NPDTV ensures you’re always in compliance. Our network is experienced in adhering to both national and local labor guidelines, protecting your project from unnecessary legal or financial risk.

Foster a Culture of Collaboration and Recognition

Remote AV crews can often feel disconnected from the bigger picture. Creating a team culture—despite geographic distance—is vital for crew morale and retention.

Try these strategies:

  • Celebrate wins in group chats

  • Acknowledge top performers during debriefs

  • Send branded swag to crew members post-project

  • Offer training incentives or bonuses

These small gestures build loyalty and foster a stronger commitment to excellence—no matter where your crew is based.

Encourage Cross-Training and Versatility

One powerful tip for those learning how to manage AV staff is cross-training. Multi-skilled technicians bring greater flexibility to your operations and reduce dependency on individual roles.

At NPDTV, we actively cross-train our AV professionals in camera work, lighting, audio mixing, and live streaming protocols. This allows us to pivot quickly and fill roles when team members call out or if unexpected issues arise on site.

Monitor KPIs and Continuously Improve

To master AV management across multiple sites, you need data. Tracking performance indicators like on-time setup rates, incident reports, and client satisfaction can reveal patterns over time.

Look at KPIs such as:

  • Setup time accuracy

  • Crew responsiveness

  • Technical error rates

  • Client ratings

Review these regularly to identify what’s working and what needs refining. Then adjust processes accordingly.

Partner with a Trusted AV Staffing Provider

If all of this seems overwhelming, you don’t have to do it alone.

At NPDTV, we specialize in audio visual crewing for live events, hybrid conferences, and multi-location productions. Whether you need a full AV crew for a nationwide tour or support for simultaneous hotel activations, we provide the talent and tools you need—on time and on budget.

Let us help you streamline how you manage AV staff, reduce logistics stress, and execute with precision. Visit npdtv.com to explore our services and see how we can support your next big event.

Conclusion

Knowing how to manage AV staff across multiple locations is no longer optional—it’s essential for today’s distributed event landscape. With smart planning, strong communication, localized partnerships, and the right technology, production managers can confidently handle multiple crews with ease.

Remember, successful multi-location AV management isn’t about doing more—it’s about doing it smarter. Whether you’re producing a national tour or hosting hybrid conferences in several cities, having a reliable, professional AV partner like NPDTV makes all the difference.

shobhit lodha