How do you keep roadshow setups consistent across different cities?

I'd start with one standard setup: device counts, configuration, accessories and how everything should be connected. Give each venue a copy and keep an approved list of any changes for that city.

Have someone sign off on changes before the kit is packed. That way a local request doesn't quietly become the setup for every stop after it.

Before saying yes or no to different setups, ask what each change is meant to solve. A venue constraint is different from a preference, and the answer might be to adjust the layout rather than change the equipment or settings.

I'd compare each request against the goal for the event and record what needs to be different at that location. Some variation is fine if it's deliberate.

Label the equipment and cables, not just the cases. Color coding can make connections easier to check, and barcodes are worth considering if there are lots of pieces moving between venues.

Use the same inventory at packout, return and redeployment. Count chargers and headsets too, since a device count alone won't tell you whether each device is usable at the next stop.

Collect the requests from all six cities first, then consider building the kit around the largest requirement. Smaller events may not need every piece deployed, but the team should still account for what's packed and what's left unused.