Effective Staffing for Events & AV Positions

Successful events rely on more than the right gear. The people behind the equipment make all the difference. Every production discipline, from lighting and audio to LED, rigging and beyond, requires a skilled and properly sized crew. When labor planning is done thoughtfully, it ensures efficiency, safety and high-quality results.

Choosing the right crew means understanding the technical and logistical demands of the project. From power distribution and data networking to live operation and client communication, each factor plays a role in determining how many people are needed and what expertise is required. The following guide outlines key considerations for staffing any live event.

Power: The Foundation of Every Setup

Power planning is one of the most critical steps in any production. Every department relies on safe and efficient power distribution, from LED walls and lighting rigs to audio and video systems. Crews must understand how to assess total load requirements and plan distribution accordingly.

Events involving larger power needs should include certified electricians or technicians trained in safe tie-in and distribution practices. Certifications such as ETCP Entertainment Electrician or OSHA 10/30 demonstrate a strong understanding of safety procedures and compliance standards.

Proper power planning not only protects the crew and equipment but also keeps the schedule on track.

Data: The Backbone of Modern Production

A decade ago, a handful of DMX cables could handle most signal distribution for lighting. Today, nearly every system runs on data networks. From Dante (audio) and sACN (lighting) to IP-based LED processors, the modern show depends on fast, reliable and well-managed data.

Effective labor planning now includes crew members who understand networking fundamentals and can troubleshoot across systems. While entry-level technicians can run and label cables, engineers and department leads must be equipped to configure switches, manage IP addresses and test connectivity. As data continues to integrate across departments, technicians with cross-disciplinary knowledge have become some of the most valuable crew members on site.

Setup, Operation and Programming

The right staffing balance during setup and operation can make or break a show. Smaller events may have a single person managing multiple systems, but larger productions require specialized roles for efficiency and safety. The key is aligning crew size with both the technical scope and the event timeline.

Programming and testing also require dedicated attention before an event goes live. Lighting, audio, video and LED systems must all be configured and verified in advance. Crew members trained on specific platforms and products used during the show will help minimize troubleshooting during showtime. Good labor planning builds in time for programming and ensures the right expertise is present for smooth transitions from setup to live operation.

Client Interaction and Project Management

Beyond technical ability, communication and coordination are central to successful productions. As events scale, roles such as Crew Chief, Project Manager or Technical Director become essential. These professionals serve as the bridge between clients and technical teams, ensuring that information flows clearly and expectations are met.

Assigning the right leads to client-facing roles helps maintain trust and transparency throughout the project. Crew members who understand both the technical and interpersonal aspects of production are key to managing challenges and adapting to real-time changes. Effective communication on-site can be just as valuable as technical expertise.

Where to Find Qualified Crew

Behind every great production is a well-planned team. Skilled labor, properly scoped and scheduled, ensures that complex systems work together seamlessly. Whether it’s managing power, data, programming, or client coordination, the success of any event depends on the people who bring it to life.

If you need support building the right team, PRG’s Crew Services provides qualified technicians across every discipline and location. From video engineers to stagehands, our experienced professionals help ensure your event runs safely, efficiently, and on schedule.