How to Stay Coordinated During Multi-Location Shoots

Working with teams spread across different cities (or even continents) to run a multi-location event or shoot is no easy feat. Staying in sync is one of the biggest challenges facing these kinds of live productions. When you’re dealing with different time zones and varied crew setups, your show needs to run smoothly.

On a hybrid event or a large-scale broadcast production, success depends on using the right tools and workflows that support real-time coordination.

Create a Centralised, Cloud-Based Rundown

When you’re working across multiple sites, you can’t rely on spreadsheets or scattered notes. A cloud-based rundown gives your entire team a single live document to work from, wherever they are.

Using a tool like Rundown Studio, keep everyone aligned and reduce the risk of mistakes from missed updates, version conflicts, timing changes, script tweaks, and cue adjustments. There’s no waiting around or reading from the wrong version, all updates are shared instantly with your team, wherever they are.

Use Timezone-Smart Scheduling for Global Teams

When you’re managing teams across different cities, understanding time differences is crucial. Rundown Studio includes timezone‑aware exports that automatically adjust cue times for each user’s location.

This means that a remote crew member can see a schedule tailored to their local time, helping to avoid errors like tuning in too late or missing a cue. This feature ensures crews stays aligned and on time across the globe.

Build Flexibility Into Your Production Schedule

Remote productions can be unpredictable. A cue could be missed by a presenter, a graphic insert forgotten or a segment might run longer than intended. If your production schedule is too rigid, these issues can snowball into much bigger problems. Plan ahead by allowing for extra seconds between key segments. Keep alternate cues available in case you need them.

A flexible rundown and schedule gives your team breathing room to adapt and keeps the show moving when things don’t go as planned.

Rehearse Across Locations, Not Just Locally

If your team isn’t in the same place, your rehearsals shouldn’t be either. Remote testing is essential for spotting gaps before you go live. Walk through the show with every location active. Confirm that each site can see the rundown, respond to cues, and communicate with the wider team.

These rehearsals are more than practice. They are a critical step to make sure everything works. When your crew has already faced the unexpected during a run-through, they’ll be more confident heading into the real thing.

Level up your multi-location production.

Rundown Studio is the cloud-based platform built for real-time coordination, cue control, and remote production workflows. Whether you’re running a show from one location or managing teams across five, it helps your whole crew stay aligned.

👉 Start your free trial now at rundownstudio.app. Take the chaos out of coordination. No version headaches. No missed cues. Just a smoother, more connected production from anywhere.