How can you effectively manage the logistics of setting up and breaking down a live sound system?

Firstly, as a stage hand/grunt monkey, know that you are working for the artist, their contract, promoter, manager, label and related riders and whoever is performing through the gear. This runs in parallel to your soundco boss. Show up in uniform and ready to bust your a$$. The most important part of setting up and tearing down is connecting (on both ends) and disconnecting (without yanking), wrapping and putting things where they go. If packing a truck (s), everything goes in order. Same for a trailer, van, car. Everything has to fit. Sometimes looking at a load sheet isn’t always the best method and you may find a better way that’s more efficient. That would be determined by the soundco boss, be open to anything. Do your best!

Safety first! Always keep a neat stage. Cables wrapped under mic boom stands, behind amps not in front. No cables in the performance areas where the band stands (except pedalboard looms). No visible road cases on stage unless the band is using them. No stage hands running around behind the band while performing (unless there’s an emergency). GAF or yellow jacket all lines crossing walkways or any areas that could be a trip hazard. Make sure FOH and MON world is protected and barricaded off.

Depending on the venue and if you’re flying or ground stacking, the most important thing to consider is safety, weight load limits, hang points, rigging and manpower availability to get the job done on schedule. For stadiums there are CADs and architectural drawings of the hang points. Same for most theaters, PAC’s and municipalities. Contact the tech rep for the venue or go to their websites, all these specs are typically posted on the venue website. Also, consider RF frequencies and TV stations near and at the venue. Use the wireless mic manufacturer’s website for frequency finders like Sure Frequency Finder. A must have. All of this should be included on your production advance (important).

Keep different cable types & lengths in different racks & drawers. Power cables in the power cable rack by length or AWG. XLR’s, 1/4’s, NL4’s, Cat6, SDI, Fiber in separate boxes, racks & drawers. DI’s and adapters in separate Rack drawers. Don’t put things where they don’t go!

Before you get to the event, make sure that everyone has a job for setup and take-down. In my experience, once my personal gear is set up, then I can move on and help someone else with their task until we are ready for event to begin. If you're in a band situation, the drummer has more to take down than a singer who may or may not even be responsible for their microphone. For those that have more gear, it's always nice to have extra hands to help load out if there aren't any other responsibilities to consider like interacting with fans at the merch table, etc. Communication is key and won't lead to one person doing most of the work and then affecting the environment negatively.

Typically a show advance/ day sheet denoting load in times & showtimes would be circulated via email, to those involved in the job. Don’t get in the way of other contractors. Everyone’s there to do a job, some can get pretty angry if you’re holding them up from completing their tasks. Communicate with any contractors who will be on the job when you arrive a few days before. Be nice, friendly and humble. It gets way more than the opposite.

With most sound crews, everyone has a function. Each crew member knows what his/her function is and how to execute it. No one slacks! Everyone is humpin! There are riggers - they are in the heavens (catwalks, rafters, red iron). A1 FOH - Has a few folks helping setup, run lines. He/she is responsible for making sure all audio lines lead to him/her, RF freqs for all wireless mics and more, much more… Grunts - mostly newbies just getting started, pushing racks, loading, unloading, helping with array hangs A2 MON - tying in mon/FOH splits, RF freqs for wireless IEMs, dealing with the talent Many others including supervisors.

If it doesn’t roll or can sit on top of something that does, it doesn’t go on the truck. Don’t break your back lifting things you think you can but prove to be too much. Get help. “Yo! Can you help me with this?” Don’t forget to thank that helper. Be polite.