Events and rental: Customer portal for AV rental companies
A customer portal for AV rental companies where clients view running orders, technical drawings and the confirmed package per event, and can submit changes or questions.
What customers of AV rental companies want to see.
In the weeks before an event, many versions travel back and forth at AV rental companies. The running order is revised, the floor plan changes, a speaker now wants a headset instead of a handheld. Those changes arrive by email, phone and messages to the technician, and not everyone works from the latest version. On the day the technician has a different floor plan from the client, or is missing the order of presentations. Event agencies work with several suppliers and want to share their documents without emailing five addresses. Afterwards the client looks for the invoice and the list of what was supplied.
Customer portal for AV rental companies
Example- 1
Set access per event
DoneEach event has its own space for the client and, if they wish, for their agency or venue.
- 2
Show the latest versions
In progressThe client uploads a new running order or revised floor plan in the portal.
- 3
Link changes to the quote
NextIf the client asks through the portal for extra equipment or a longer evening, it becomes a change request on the quote.
From invitation to approval.
Set access per event
Each event has its own space for the client and, if they wish, for their agency or venue. It holds the confirmed package, times, technical drawing and running order. Who may see and change what is set per role. Internal notes and cross-hire prices stay hidden.
Show the latest versions
The client uploads a new running order or revised floor plan in the portal. The previous version stays visible and the new one is clearly marked. The technician and planner are notified and can see what changed. On the day everyone works from the same document.
Link changes to the quote
If the client asks through the portal for extra equipment or a longer evening, it becomes a change request on the quote. The planner checks availability and price and posts the proposal back in the portal. The client approves there, and the packing list and schedule are updated.
Less email, the same records.
Running orders and drawings now arrive by email and shared folders. The portal takes the package and times from the rental system and schedule, and stores documents the client supplies. Invoices appear with their payment status, from the same software or read in from the accounting package. The client owns their running order; the rental company owns the technical drawing and the package. Agencies working in their own system can share a link instead of uploading.
Portal for every client or productions only
For collecting a couple of speakers a portal is unnecessary; an email confirmation is enough. For productions with crew, running orders and changes it does add value. Start with events that include service, and offer it for dry hire only when the client asks for it.
Client edits directly or requests changes
A client who can change their own package feels in control but may choose items that are unavailable or do not work together. Change requests reviewed by the planner first are safer. Documents such as the running order the client may replace directly, because they do not change the package itself.
Include venue and agency or not
Giving an agency or venue access to the same event stops documents travelling three detours. It needs clarity on who sees what: a venue does not need the prices, an agency might. Agree per event who is involved, and record which role may view which documents.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
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Read the storyWhat customers find in the portal.
Per event the client gets a space with package, times, technical drawing and running order. Uploading a new version notifies technician and planner, and change requests go through approval. Before the portal goes live we walk through an ordinary conference and an event where the floor plan still changes the day before. Access for agencies and venues and an overview of supplied equipment afterwards can be switched on when your clients ask for it.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan an agency see several events at once?
Yes. An agency gets an overview of all events it has running with you, with status and documents per event. It sees only events where it has been added as a party, not those of other clients at the same venue.
What if a client uploads a running order just before the event?
The technician and planner are notified at once. The technician's job card shows the newest version with the changes visible. If the change needs extra equipment or time, the planner reviews it first before anything in the package changes.
Does the client also see what equipment was supplied?
Yes. Afterwards the portal shows the packing list as dispatched and returned. If something was missing on return or damage was reported, it is listed with a photo. The client can see what any extra charge is based on.
Do clients have to create an account?
Not necessarily. A client can receive a personal link per event. Regular clients and agencies often prefer an account so they see all their events in one place. Both routes give access to the same information.
Add-ons for your industry.
What often connects to this.
- Digital job cards for AV rental companiesDigital job cards for AV rental companies with a packing list by serial number, so dispatch, setup on site and return can be checked per case and per item.
- Website for AV rental companiesA website for AV rental companies that presents sound systems and lighting packages as complete solutions per type of event, including the cables, controls and crew that go with them.
- Enquiry form for AV rental companiesAn enquiry form for AV rental companies that asks for venue, audience, running order and available power, so the rental planner can put together a suitable package straight away.
One place for your customers.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Customer portal for AV rental companies: running orders, technical drawings and the confirmed package per event, with changes and approvals together.
- Set access per event
- Show the latest versions
- Link changes to the quote