Despite what you may think, the union isn’t the enemy and working them doesn’t have to suck. At times, IATSE gets a bad rap for being inflexible, expensive, or their lack of technical skill. This of course varies widely from city to city and I openly admit that we are lucky to have one of the better unions in San Diego.. but the truth is that most unions can provide you with skilled professionals who are committed to delivering a high-quality event, the same as any other company and it doesn’t have to cost an arm and a leg if you know how to navigate the rules.

As an experienced AV company that’s navigated these waters time and again, we’ve seen firsthand how misunderstandings can lead to unexpected expenses and delays, turning what could have (and should have) been a great event into.. something else.

The good news?

We’ve put together this little guide to help you better understand some of the basic rules and differences when it comes to working with a labor union vs. an independent provider.

Understanding the Basics: How Union Crews Operate

At its core, unions operate under a set of agreements that regulate work hours, overtime pay, meal breaks, etc. These rules vary between states, and even to some degree between the brokers you book the union labor through, as each broker has their own contract with specific rules that may be different than the standard.

That said, here are some of the main rules that every planner should be aware of.

1. Standard Workday and Overtime Rules

Union crews typically adhere to an 8-hour workday before overtime, whereas the industry norm is 10 hours. For the union, overtime generally applies to the following:

• After 8 hours of work in a single day
• After 40 hours of work in a single week
• When the crew doesn’t get 8 hours off in between shifts (this is known as turnaround time)
• On the 6th consecutive day of work

Double time for union typically applies after 12 hours, same as standard, but also applies to the following:

• Between 12:00am and 8:00am
• On the 7th consecutive day of work
• On Holidays

Now, the specifics may vary greatly depending on who you book your labor through (ie. I’ve seen some contracts with all weekend as overtime and double time), but this is generally what you’ll find in most places.

So first tip- talk to your provider about these specifics to make sure you understand the rules. If your event requires long hours or late-night work, expect additional labor costs. Scheduling efficiently can help mitigate excessive overtime fees.

2. Meal Breaks and Penalties

Meal breaks must be provided every 5 working hours. If a meal is delayed, a meal penalty is incurred, which means the crew gets double pay of whatever rate they are in for every hour they continue working until they are given a break. This rule can significantly impact your budget if meals are not planned properly.

The best approach? Work closely with your AV provider to create a schedule to avoid meal penalties, as much as possible, then make sure you don’t run behind on show days or this one can be a doozy.

Crew Composition: Who You Need to Have On-Site

Another key distinction when working with unions is that there are strict crew requirements. Here’s what to expect:

1. Department Leads Must Be Present When a Dept. Is Active

Anytime a department (audio, lighting, video, etc.) is active, its union lead must be there.

This rule applies to all general sessions, however, for really basic breakout rooms, a single multi-source operator may be adequate. That said, the more complex a breakout becomes, ie. live switching, recording, audio cues, or multi-camera shots, etc. the more likely you will need dedicated leads.

2. The First IATSE Crew Member in Each Department is a Lead

The union requires that the first person assigned in each department is a lead. This ensures that an experienced professional is overseeing the work, but it also means that planners should expect to pay a higher rate for these lead positions.

3. No Freelancers, Only Full-Time Employees

One of the often more surprising rules to event planners is that freelancers cannot be used in union environments.

If your company typically relies on a mix of in-house staff and freelancers, you’ll need to adjust accordingly. Only full-time employees and union crew members are allowed to work the event.

Additionally, the union requires at least a 1:1 ratio between your crew and IATSE crew. In other words, if you’re bringing in ten of your own employees, you’ll also need to hire ten union crew members.

Logistics: Loaders, Carpenters, and Stewards

Beyond your AV team, other specialized roles are required under union regulations:

1. Loaders: The Muscle Behind the Scenes

If you have equipment arriving via truck, you will need dedicated loaders to handle unloading and loading of the equipment. Typically, this means four loaders, but the actual number depends on the size and number of your truck(s).

2. Carpenters for Staging and Truss Work

Carpenters must be used to build trusses and stages. If your event features a live set during the show, meaning things are moving around on the stage, you will also need a head carpenter present to handle that.

3. The Steward: The Backbone of Organization

A steward is required to oversee the union crew. This person is always the first to arrive and the last to leave, and they are always paid the highest tier rate.

For crews smaller than 10, the steward may also serve as a working crew member, filling a technical role in addition to their oversight duties.

4. No Avoidance of Overtime

Oftentimes we stagger a load in and load out so that our leads (the highest paid techs) are put to their highest and best use- to rehearse and run the show. We bring in lower level techs to handle most of the set and strike.

However, at most union venues, you cannot do this.

Your lead techs are there from start to finish and you cannot replace them if the goal is to avoid any of the OT- ie. 40 hour work weeks, consecutive days, turnaround time, etc.

The flip side to this is you generally end up with a better set and strike crew, which may end up saving some time getting things done right the first time around.

Why Working With an Experienced AV Company Matters

By now, it’s probably clear that navigating union rules on your own can be complicated, and unfortunately, there are a lot more rules that may apply to your show depending on the circumstances.. and small missteps can very well lead to significant added costs.

Which brings me to the next point- one of the best decisions you can make as a planner is to contract with an AV company (like SEAS) that has vast experience working with the union to avoid unnecessary pitfalls.

These companies often have a history of successful collaborations, which translate into smoother negotiations, better cost management and less stress for you.

Why take that headache and liability on yourself when a partner can often save you time and money?

When you work with an experienced AV partner, they can:

• Ensure proper crew scheduling to minimize unnecessary overtime and meal penalties.
• Manage union compliance to avoid unexpected costs or delays.
• Negotiate when appropriate, especially in cases where flexibility exists (ie. breakout room staffing).
• Provide seasoned union crew members who are familiar with your event type and goals.
• Handle the payroll, benefits, union dues, etc.

Final Thoughts

Working with labor unions in AV production requires careful planning and a strong understanding of the rules. By being proactive about crew requirements, scheduling, and budgeting, event planners can avoid unnecessary complications and costs.

Most importantly, partnering with an AV company that knows the ins and outs of union contracts can make all the difference. With the right approach, you can ensure a successful event while maintaining compliance and keeping costs under control.

At the end of the day, union crews aren’t the enemy— they’re a resource. When managed effectively, they contribute to the smooth execution of your event and can help bring your vision to life.