Events and rental: Scheduling software for AV rental companies
Scheduling software for AV rental companies that lines up setup slots, technical crews, vans and equipment per event, including when events overlap.
What makes scheduling hard for AV rental companies.
AV rental companies schedule around windows they do not set. The venue is only available for setup from the afternoon, the show starts at eight and everything has to be out by midnight. On a busy weekend several events run at once, wanting the same technicians, vans and sometimes the same mixing desk. A technician who works late at one event cannot do an early setup at another the next morning. When the schedule lives in a calendar and on a whiteboard, nobody sees that a package has been promised twice or that one van is booked for two venues at once, until someone notices in the warehouse.
Scheduling software for AV rental companies
Example- 1
Record what each event needs
DoneEvery event gets the venue's windows: when to load in, set up, show, strike and leave.
- 2
See conflicts and rest periods
In progressThe planner sees per technician, van and item where it is booked.
- 3
Confirm to crew and client
NextOnce the schedule holds, technicians receive their shifts with venue, window, role and on-site contact.
From job to confirmed appointment.
Record what each event needs
Every event gets the venue's windows: when to load in, set up, show, strike and leave. Alongside them are the technicians needed with their role, such as sound, lighting or video, the vans and the equipment from the quote. Each event shows who and what is needed when.
See conflicts and rest periods
The planner sees per technician, van and item where it is booked. If something is double-booked, or a technician does not fit between two events because the night would be too short, the system flags it. When equipment is short, the planner sees whether cross-hire from a colleague is an option.
Confirm to crew and client
Once the schedule holds, technicians receive their shifts with venue, window, role and on-site contact. The client receives confirmed times for delivery, setup and strike. If a venue window changes, the planner sees which shifts and transport have to move before anyone is told.
Alongside your calendar and your team.
Equipment bookings usually live in the rental system, crew in a shared calendar or rostering app. The scheduling software reads bookings from the rental system and adds technicians and vans. Freelance technicians confirm their shifts through a link. The rental system stays owner of equipment bookings, the planner owns people and transport. Hours go to the office or payroll afterwards.
Staff technicians or freelancers
Staff technicians know the equipment and the way you work but are not all needed in quiet weeks. Freelancers absorb peaks but are not always available and know your packages less well. The schedule handles both, with each freelancer's specialism and a confirmation per shift, so the planner knows who can really be counted on.
Tight schedule or room for overruns
A tight schedule fits more events into a weekend, but when one overruns everything shifts. Building in slack costs capacity but stops a technician arriving late at the next setup. Choose a buffer per event type: a company drinks party often overruns, a conference with a strict programme usually does not.
Cross-hire or turn work down
When short, you can cross-hire from a fellow rental company or decline the enquiry. Cross-hire keeps the client happy but brings lower margin and an extra collection. The schedule shows per shortage what cross-hire means for transport and cost, so you decide case by case rather than out of habit.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
Read the story
L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhat we set up in the schedule.
Planning starts with windows per event, assignment of technicians, vans and equipment, warnings for double bookings and short rest periods, and confirmation to crew and client. Before going live we replay an ordinary weekend with a handful of events together, plus a venue that moves the setup window at the last minute. Cross-hire with colleagues and freelancers confirming through a link can be switched on when it suits you.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the schedule respect technicians' rest periods?
Yes. You set the minimum rest between shifts. If someone schedules a technician who would start too early after a late strike, the system flags it. The planner can then choose another technician or rearrange the shift.
What if the client changes the times at the last minute?
The planner adjusts the event window and sees at once which shifts, transport and other events are affected. Only when the new arrangement works do technicians and client get a message. That avoids a string of separate chats with conflicting times.
Do technicians see what is planned on site?
Technicians see the running order, packing list, technical drawing and on-site contact with their shift. They also see who else from the crew is coming. They know in advance what to expect without the planner forwarding everything separately.
How do we handle an event over several days?
A multi-day event gets its own windows and shifts per day, with equipment reserved for the whole period. If the kit stays put, nothing moves back and forth. If something returns to the warehouse in between, the planner records it as a separate movement.
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.
A schedule that works in practice.
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 Scheduling software for AV rental companies: setup slots, crew, transport and equipment aligned per event, with overlaps and cross-hire visible.
- Record what each event needs
- See conflicts and rest periods
- Confirm to crew and client