How far out did coordination start? I would think it was important to make sure that equipment that arrived on site was in appropriate band splits. Are there multiple vendors involved in supplying the RF systems?
A site scan helps to establish a band plan. As far as coordination goes, it's never too soon. As it was some users showed up on site uncoordinated and were done on the fly. Most of the shop equipment is done in time to have it programmed in the shop.
Main performing bands for the most part send in their needs early but sometimes not without prodding.
The wide area of our sites allowed the Main inside stage to coordinate with the adjacent Plaza stage and Red Carpet. The Plaza Stage then also coordinates with the stage 300' down the street which is not coordinated with the inside show or the Red carpet on the far side of the arena.
BTR's are coordinated to work everywhere. The Plaza Stage uses multiple RX/TX antennas to distribute coverage to the Far stage and the Main Inside BTR system also distributes antenna comms to cover Dressing and loading dock areas.
The Inside Performance ares has a 3 node Riedel (FOH, Back stage, main TV truck) and a 4th Node is located by me outside on the Plaza Stage. This 4th Node also connects to the Outside TV production truck as well as C3 Beltpacks and the 5 BTR systems here.
The Riedel system is programmed by Michael Garth and I do a little local programming at the Plaza stage.
Extreme care must be taken when there are multiple Artist programmers. We always get a fresh copy and then inform each other that the local copy should be refreshed. Total over write function is turned off - only send changes enabled.