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Business Process OutsourcingTop 10 Best Audio Visual Project Management Software of 2026
Compare audio visual project management software options and how they fit AV teams, with tools like Asana and Rentman for planning and tracking.
How we ranked these tools
Vendors set the topic, but our editors set the inclusion criteria and the evaluation framework before research starts.
Agents extract product evidence with provenance, then collect written reviews and transcribe video reviews and podcasts.
Framework: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
Current RMS is the best pick for AV teams that need controlled, event-ready execution because its event-centric workflow objects link technical deliverables, documentation states, and execution tasks in one project graph, while Asana is the better choice for SMB teams that want dependency-aware approval routing via rule-based automations.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Current RMS
Event-centric workflow objects that connect technical deliverables to execution tasks and documentation states in one project graph.
Best for: Fits when AV teams need controlled project workflows that tie technical deliverables to task execution.
Asana
Editor pickRule-based automation tied to task events that can drive AV approval flows without custom middleware.
Best for: Fits when AV teams need dependency-aware execution tracking with automation for approvals and handoffs.
Rentman
Editor pickEquipment pull workflows connect directly to project execution steps, reducing the gap between planning and staged assets.
Best for: Fits when AV teams need schedule-to-equipment alignment with field checklists and dependency tracking.
Comparison Table
Current RMS
vertical specialistCloud rental management software for event production and AV equipment companies.
Event-centric workflow objects that connect technical deliverables to execution tasks and documentation states in one project graph.
Current RMS is used to manage AV deliverables across a show timeline, including engineering artifacts, installation checklists, commissioning steps, and closeout documentation. The system keeps work items tied to specific project assets such as equipment lists and crew assignments, which reduces the need to rekey details between spreadsheets and task trackers. Automation is oriented around project structure so templates can carry dependencies forward into new events.
A tradeoff appears in how teams must model AV-specific objects and relationships before the benefits show up, especially when multiple subcontractors share overlapping scopes. Current RMS fits situations where show flow handoffs depend on accurate technical documentation updates, not only task status changes.
- +AV-ready workflow linking tasks, equipment items, and crew assignments
- +Documentation and checklist updates follow the same project structure as execution
- +Template-based project creation keeps dependencies consistent across shows
- +Governance controls limit who can change technical scope and deliverables
- –Initial setup requires mapping AV artifacts into the system workflow
- –Some cross-team views can feel narrower than generic work management tools
AV project managers
Track installation to closeout steps
Fewer missed closeout items
AV engineering leads
Manage site inputs into tasks
More consistent technical handoffs
Show 2 more scenarios
Service and commissioning teams
Coordinate punch and commissioning verification
Faster issue closure
Keep commissioning steps aligned with the equipment and task dependencies needed to resolve issues.
Operations admins
Control change workflow across vendors
Clear accountability for revisions
Use role-based permissions and an update trail to manage who can edit scope and deliverables.
Best for: Fits when AV teams need controlled project workflows that tie technical deliverables to task execution.
Asana
SMBProject management software for tasks, timelines, dependencies, forms, and team coordination.
Rule-based automation tied to task events that can drive AV approval flows without custom middleware.
Asana organizes audio visual project work into task-based plans with clear ownership, due dates, and milestone tracking that fit production timelines and show flow handoffs. Work management is anchored by project views like lists and boards plus dependency-aware planning that helps teams coordinate venue survey, engineering, and installation sequencing.
For AV delivery, Asana supports structured documentation through task descriptions, file attachments, and linked work that can represent checklists, closeout packs, and change order tracking. Automation and integrations add routing for approvals, reminders for commissioning steps, and data sync to tools used for CAD review and inventory tracking.
- +Task dependencies and milestones support AV schedule sequencing across show phases
- +Automation rules can route approvals for submittals and commissioning checklists
- +Project templates help standardize repeatable AV delivery workflows
- +Extensive integrations let teams connect docs, calendars, and operational systems
- –Native reporting lacks deep AV-specific scheduling views like rigging plot summaries
- –Large AV programs can become cluttered without strict naming and folder discipline
- –Cross-system updates depend on integration coverage and mapping for each workflow
- –Dependency modeling can need manual cleanup when scope changes frequently
Architecture and design teams
Sequence design tasks with dependencies
Tracked design delivery dates
Project managers and delivery teams
Connect task progress to schedule
Schedule reflects task progress
Show 2 more scenarios
Creative operations teams
Route revisions and approvals as tasks
Clear ownership and status
Creative work tracks briefs, revision cycles, and handoffs through assigned project tasks and linked items.
Implementation and operations teams
Coordinate cross-team implementation milestones
Common view of responsibilities
Operational teams manage shared delivery responsibilities with tasks tied to milestones and dependencies.
Best for: Fits when AV teams need dependency-aware execution tracking with automation for approvals and handoffs.
Rentman
vertical specialistProject management software for AV rental, event production, and equipment logistics.
Equipment pull workflows connect directly to project execution steps, reducing the gap between planning and staged assets.
Rentman manages AV projects end to end by connecting production planning, site details, and equipment logistics in one workflow. The system supports show flow tracking with task dependencies, deployment timelines, and structured checklists for installation and closeout.
Rentman also centralizes equipment lists and pull activities so crews can reconcile what is staged, delivered, and installed. For AV teams, the main differentiator is how project schedules map directly to inventory movements and field execution artifacts.
- +Equipment lists link to operational pull steps without separate spreadsheets
- +Show timeline planning stays attached to field checklists and closeout work
- +Task dependencies support realistic event task sequencing
- +Site and deployment documentation stays connected to each project
- –Cross-project reporting needs additional configuration for consistent rollups
- –Dependency setups can become manual when projects vary in structure
- –Resource planning works best when crew structures match the system’s templates
- –Complex integrations may require careful mapping between systems and fields
Live event and production managers
Assign equipment to production tasks
Resource assignments by date
Party and equipment rental businesses
Bundle equipment into dated packages
Fewer manual package edits
Show 2 more scenarios
Rental pricing and inventory managers
Apply rate rules by rental duration
More consistent rate application
Rate management organizes rentable items using duration and seasonal rules tied to inventory and projects.
Multi-location rental operators
Coordinate availability across depots
Shared visibility into inventory
Reservation visibility across locations helps teams align equipment bookings with inventory availability.
Best for: Fits when AV teams need schedule-to-equipment alignment with field checklists and dependency tracking.
Booqable
SMBOnline rental software with inventory, booking, orders, and operational management.
Project-level equipment pull list generation ties logistics documents to scheduled tasks and linked asset allocations.
Booqable organizes AV project planning around rental-style operations, which fits teams that track physical assets alongside production timelines. Projects can be structured with tasks, scheduling views, and linked equipment lists to keep procurement and logistics tied to delivery dates. Field outputs such as installation and closeout checklists map naturally to site work, especially when documentation must follow the same asset trail from planning to return.
- +Equipment-centric project linking reduces lost handoffs between planning and logistics
- +Gantt and board views support dependency-heavy schedules for AV build and strike
- +Checklist outputs help standardize installation and closeout steps across venues
- +Workflow automation supports repeatable delivery steps across multiple productions
- –Design-first workflows need external tooling for CAD-grade artifacts and room models
- –Advanced governance controls for large orgs require more configuration discipline
- –Some downstream accounting steps are better handled outside the system
- –Integration coverage can require custom connectors for less common back-office tools
AV production managers
Track equipment pulls by show date
Fewer delivery misses on-site
Field deployment leads
Standardize installation and closeout steps
Consistent closeout completion
Show 2 more scenarios
Crew schedulers
Coordinate dependency-heavy installs
Reduced rework from late changes
Schedule views help keep labor timing aligned with delivery and installation dependencies.
Operations admins
Automate repeatable delivery workflows
Lower admin overhead
Configured workflow steps reduce manual repetition across concurrent AV projects.
Best for: Fits when AV teams manage rentals, equipment pulls, and field checklists tied to production timelines.
Flex Rental Solutions
vertical specialistRental management software for AV, production, and event equipment businesses.
Equipment pull and return lists attached to job records, so logistics status follows each event task through closeout.
Flex Rental Solutions keeps AV execution grounded in equipment and job records so crews can track what ships, what is staged, and what is installed. It supports planning artifacts such as installation steps, checklists, and the operational trail needed for change handling across a production timeline. The workflow fit is strongest for teams that already organize work around equipment lists and field deliverables rather than only milestones and approvals.
- +Equipment-first work orders reduce mismatch between staging and installation
- +Pull and return lists map directly to rental logistics
- +Checklist-based documentation supports consistent install and closeout handoffs
- +Crew assignments connect operational steps to real delivery activity
- –Portfolio-level reporting depth may lag general-workflow tools like Asana
- –Complex approval chains can require setup discipline to stay consistent
- –Advanced custom automation may depend on external process design
- –CAD-like layout workflows are not represented as a native design module
AV rental operations teams
Stage gear for daily site installs
Fewer missing items on site
Project managers
Track job execution and documentation
Cleaner handoffs between roles
Show 2 more scenarios
Field service coordinators
Manage change handling during events
More consistent change communication
Work order tracking keeps updates tied to the equipment set and the operational sequence already underway.
Operations leads
Plan repeatable deployments across sites
Faster planning for recurring events
Standard equipment lists support repeatable job templates that reduce rework in scheduling and staffing.
Best for: Fits when AV rental teams need equipment tracking tied to on-site checklists and crew assignments.
ClickUp
SMBWork management software with tasks, dependencies, documents, dashboards, and time tracking.
ClickUp custom field types and automation rules let teams model show-specific artifacts per project template.
ClickUp fits AV teams that need one work-management system to cover show flow tasks, production timelines, and post-show closeout without stitching multiple tools together. It supports task dependencies, recurring workflows, and custom fields that map directly to venue survey notes, equipment lists, and deliverable status across projects.
- +Custom fields let AV teams model show packages and deliverables
- +Task dependencies support event task sequencing for production and install
- +Automation rules can update assignees and statuses from triggers
- +API and webhooks support integration for CAD, inventory, or ticketing tools
- –AV artifacts like rigging plots and system block diagrams need manual structure
- –Large projects can become slow when many custom fields and views are layered
- –Cross-team governance needs deliberate setup for consistent statuses and templates
- –Reporting depth for AV-specific KPIs depends on how fields and automations are modeled
Project managers and cross-functional teams
Coordinate AV delivery across departments
Shared view of progress
Team leads and department managers
Monitor goals through AV work plans
Targets tracked to execution
Show 2 more scenarios
Individuals and freelancers
Manage show preparation and routines
Daily tasks in one place
Individuals plan next actions and longer efforts with lists, boards, calendars, and recurring tasks in one workspace.
Process owners and operations teams
Standardize repeatable AV intake workflows
Consistent operating pattern
Templates, custom fields, recurring tasks, and automation rules standardize repeated review and delivery workflows.
Best for: Fits when AV teams want configurable project scheduling, dependencies, and automation in one system.
Smartsheet
enterpriseEnterprise work management software built around sheets, schedules, workflows, and reporting.
Cross-sheet dependency tracking that keeps AV deliverables and schedule rows aligned across multiple linked sheets.
Smartsheet structures AV work as spreadsheet-grade plans with richer collaboration than generic spreadsheets. It supports Gantt-style timelines, status workflows, and cross-sheet linkage so tasks, submittals, and deliverables stay connected.
- +Gantt views stay consistent with sheet rows for timeline-driven execution
- +Cross-sheet dependencies reduce broken links across AV deliverable lists
- +API and automation rules synchronize fields and statuses without manual copy steps
- +Permission and sharing controls support multi-vendor collaboration patterns
- –Complex dependency networks can become hard to govern across many sheets
- –Advanced automation setups require careful configuration of triggers and field mappings
- –Dependency logic is less specialized for AV rigging packages than AV-focused systems
- –Large attachment volumes can slow review cycles during closeout documentation
Project managers and delivery teams
Run AV plans with linked timeline views
Visible progress and schedule changes
Program managers and portfolio leaders
Report status across multiple AV projects
Consistent status visibility
Show 2 more scenarios
Operations managers and service teams
Route AV requests into follow-up workflows
More consistent intake tracking
Forms capture request details and assign them into work queues with process tracking for completion.
Marketing and campaign teams
Coordinate AV deliverables with approvals
Clearer approvals and status
Configurable workflows route owners and approvals for marketing initiatives while reporting initiative status.
Best for: Fits when AV teams need spreadsheet-native project tracking with automation and API-driven sync across vendors.
Eventric Master Tour
vertical specialistTour and event management software for schedules, advancing, travel, and production information.
Tour execution workspaces that bind site documentation, equipment lists, and checklist completion to the same task chain.
Eventric Master Tour is organized around tour operations and production artifacts, with work items that map to in-person execution steps. Teams can capture site documentation and execution checklists in the same workflow context, which reduces the need to reconcile separate documents after the event. Task sequencing supports event task dependencies so critical handoffs and preparation steps stay connected to downstream installation work.
- +Tour-centric workflow templates reduce setup for recurring itineraries
- +Structured checklists keep installation, commissioning, and closeout artifacts together
- +Task dependencies support a credible production timeline across teams
- +Documentation fields keep venue and site visit notes attached to work items
- –Advanced automation requires more configuration than general work management tools
- –No clear native deep integration for CAD, BIM, or bidirectional inventory sync
- –Reporting depth favors operational execution over portfolio-level analytics
- –Role separation and governance controls feel thinner than tools with mature RBAC
Touring companies and concert operations teams
Work from shared event context
Shared contact and event context
Music management teams
Link release tasks to tour activity
Operational record tied to engagements
Show 2 more scenarios
Booking agents and talent teams
Track holds through confirmed commitments
Continuity from availability to booking
Booking teams manage tentative dates, offers, agreements, and confirmed engagements against tour records.
Festival organizers and live-event production teams
Update schedules tied to responsibilities
Schedule changes in related workflows
Festival teams connect lineup, stage times, production responsibilities, credentials, and guest communication tasks.
Best for: Fits when AV teams run recurring tours and need execution checklists tied to show flow tasks.
farmerswife
vertical specialistMedia production management software for scheduling, resources, projects, and financial tracking.
Field-step project templates that connect site visit outputs to installation checklists and closeout artifacts.
Farmerswife is used to plan AV production workflows by linking production tasks to real-world field steps like surveys, site visits, and document handoffs. The system is oriented around show flow execution, with task dependencies that help teams track what must be completed before installation work begins.
- +Workflow steps mirror AV field documentation from survey to closeout
- +Project task dependencies reduce rework between design and install phases
- +Equipment lists tie directly to execution tasks and crew coordination
- +Checklist-driven completion artifacts support handoff consistency
- –Automation options can feel limited for multi-project cross scheduling
- –Extensibility depends heavily on configuration rather than API-first workflows
Media operations teams
Reuse templates for repeating productions
More repeatable setups
AV production and event delivery teams
Manage show preparation through closeout
More organized field execution
Show 2 more scenarios
Post-production managers and coordinators
Run editorial approvals with milestones
Fewer missed handoffs
Teams organize edit and review tasks around deadlines and tie approvals to handoff milestones.
Studio and facility managers
Coordinate studio bookings and media intake
Shared operational view of activity
Facility teams manage bookings, equipment requests, schedules, and downstream review steps in one view.
Best for: Fits when AV teams need field-aligned checklists and dependency tracking for repeatable installs.
Yamdu
vertical specialistFilm and television production management software for planning, collaboration, and delivery.
Task-linked closeout documentation tracking that keeps installation and commissioning records attached to the delivery plan.
Yamdu centers AV project delivery by connecting planning artifacts to field work, from site checks to documentation handoffs. Core capabilities include structured project timelines, task execution tracking, and management of technical deliverables that AV teams typically must reference across show flow and closeout.
- +Links field documentation to project tasks for cleaner closeout tracking
- +Crew assignment workflows fit AV installation and commissioning steps
- +Project timeline visibility supports dependency management across show delivery
- +Task status changes stay centralized for technical teams
- –Automation depth for cross-tool workflows is limited versus major work managers
- –Granular governance controls like detailed RBAC and audit logging are not clear
- –Importing existing AV data like equipment lists can add cleanup overhead
- –Advanced scheduling views such as resource leveling are not a primary focus
Production offices and department coordinators
Account for changing crew availability
Schedules reflect resource constraints
Assistant directors and production coordinators
Generate daily call sheets from schedules
More consistent daily communication
Show 2 more scenarios
Editorial and post-production stakeholders
Attach approval history to production items
Traceable decisions
Review cycles include feedback, approvals, re-review requests, and version history tied to production items.
Small and mid-size production companies
Standardize breakdowns, schedules, and onboarding
More consistent handoffs
Production document templates create breakdown sheets, schedules, reports, call sheets, and onboarding materials from shared data.
Best for: Fits when AV teams need task-linked documentation control across multiple venues, with enough structure for field execution.
Conclusion
After evaluating 10 audio visual project management software, Current RMS stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
Frequently Asked Questions About Audio Visual Project Management Software
How do Current RMS and Asana handle event task dependencies for show flow handoffs?
When AV teams need equipment pull and return tracking, which tools attach logistics lists to execution steps?
What breaks if a team relies on Smartsheet alone for AV documentation governance across closeout?
Which system is better for AV teams that need a configurable data model for custom show artifacts?
How do Booqable and Rentman map schedules to field execution artifacts like equipment lists and deployment documentation?
How do ClickUp and Smartsheet support integrations and automation without losing AV-specific workflow context?
What admin controls and collaboration controls matter most when multiple vendors touch the same production timeline?
How does Eventric Master Tour handle tour execution checklists compared with general work management tools?
Which tool is best for connecting site visit report outputs to downstream installation checklists and closeout artifacts?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
How to Choose the Right Audio Visual Project Management Software
We separate options by how well they handle AV delivery work: keeping tasks tied to the right show flow, tracking changes across schedules, and showing the right people what’s due next. In practice, AV teams lean on labels like event task dependencies to avoid “done” status that breaks later.
Event task dependencies
Why it matters
Event task dependencies let you change one item without silently breaking downstream work. For AV projects, that matters because one late wiring or rehearsal step can cascade into show readiness.
How to check
In a demo, create a small task chain for a single event and then move the start date of the first task. Ask what updates automatically, what requires manual adjustment, and whether dependency rules are visible per task.
Schedule views for production work
Why it matters
Schedule views for production work help crews and vendors find the same reality without translating spreadsheets. When the timeline and handoffs are clear, fewer messages get spent correcting dates and owners.
How to check
Switch between at least two views (for example list-to-calendar style and a structured timeline style). Confirm the same event shows consistent dates, owners, and status, and that filters for one venue or one production phase behave as expected.
Change tracking with history
Why it matters
Change tracking with history protects show outcomes when scope or dates shift. Teams need a clear audit trail so the latest decision is obvious and prior assumptions don’t linger.
How to check
Edit the date, assignee, or scope of a task and then open the item’s history. Ask who can see prior values, whether the history captures what changed, and whether exports include the change record.
Labor and crew assignment tracking
Why it matters
Labor and crew assignment tracking prevents overbooking and helps you see coverage gaps early. AV work often depends on the right people being present at the right moment.
How to check
Add two roles (crew and technician) to tasks in different phases, then generate a schedule for one person. Check whether you can see conflicts, whether tasks show the assigned role clearly, and whether unassigned tasks are easy to spot.
Equipment tasks tied to project dates
Why it matters
Equipment tasks tied to project dates connect readiness to the actual schedule. This reduces last-minute surprises when gear availability or installs slip.
How to check
Model an equipment-related task and link it to a specific phase. Move the event dates and verify the equipment task updates correctly; then confirm you can view equipment tasks in the same schedule context as labor tasks.
Automation and API surface
Why it matters
Automation and API surface reduce manual re-entry when data moves between tools. When AV workflows require repeatable setup, API-driven provisioning and controlled sync keep schedules consistent.
How to check
Ask for a concrete automation example in the demo (for example webhooks or scheduled sync). Request documentation showing what can be created/updated programmatically and whether event/task status changes can be triggered externally.
Red flags
- Dependencies don’t update downstream dates after a change.
- History shows limited details on what changed and when.
- Schedule views disagree on dates, owners, or status for the same event.
Fit by situation
- If you often change show dates midstream, prioritize change tracking with history.
- If multiple roles touch the same event phases, prioritize labor and crew assignment tracking.
- If your org syncs schedules across multiple tools, prioritize automation and API surface.
Funding and competing interests
This study was co-funded by several of the vendors assessed in it. No single vendor funded it. Funders could propose the market studied.
They had no role in selecting vendors, setting or weighting criteria, analysing data or drawing conclusions, and they received the same factual-accuracy check as every other vendor assessed.
Market definition, inclusion rules and criteria weights were fixed by an editor before research began and did not change afterwards. Editorial process →
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