Events and rental: Inventory software for exhibition stand builders
Inventory software for exhibition stand builders that reserves modular walls, lighting and furniture per stand, showing what is really in the warehouse and what is still standing at a show.
Where stock drifts for exhibition stand builders.
A stand builder with its own modular system owns hundreds of wall panels, profiles, spotlights and counter parts, spread across the warehouse, the lorries and stands still standing at a show. In busy weeks the same parts are planned for two stands, because nobody sees that they only return after the previous breakdown. After a show, parts come back damaged or dirty and disappear into good stock. There are also exhibitors' stands in storage that belong to the client and must not be used. A warehouse worker building a pick list counts what they see, not what is actually available.
Inventory software for exhibition stand builders
Example- 1
Make parts recognisable
DoneEach part type gets a fixed description with size and finish, and where useful its own code or label.
- 2
Reserve per stand
In progressOnce a stand is scheduled, the required parts are reserved for the period from loading until return.
- 3
Book returns and condition
NextAfter breakdown the warehouse scans or counts the returned parts and marks anything damaged, dirty or lost.
From receipt to use.
Make parts recognisable
Each part type gets a fixed description with size and finish, and where useful its own code or label. Exhibitors' parts in storage are kept apart with the owner's name. A profile from your own system can always be told apart from a wall belonging to a stored client stand.
Reserve per stand
Once a stand is scheduled, the required parts are reserved for the period from loading until return. The stock list shows per part what is present, what is already reserved and what is still at another show at that moment. If there is a shortfall, the project manager sees it before the pick list is made.
Book returns and condition
After breakdown the warehouse scans or counts the returned parts and marks anything damaged, dirty or lost. Damaged items go to repair and do not count as usable. If something is missing, it stays open against that stand until it is found or written off.
Alongside your purchasing and suppliers.
Stock is now often tracked in a spreadsheet per system, supplemented by what the warehouse manager knows. Some parts already carry a supplier sticker or code. The inventory software takes over the existing item list and links to scheduling, so reservations come from scheduled stands. The warehouse stays responsible for counts and condition; project managers make reservations. Exhibitors' stored stands remain the exhibitor's property, with you acting as custodian.
Track each item or count by type
Tracking each item with its own code shows how often a panel is used and where damage comes from, but takes time at every handling step. Counting by type is faster and is enough for standard profiles. A mix is common: expensive parts like screens and lightboxes tracked individually, simple profiles counted by type.
Own system or hired from a supplier
At peak times stand builders sometimes hire extra walls or furniture. Those hired items can be added as temporary stock, with the supplier as owner and a return date. You then see for hired items too what is out and what must go back, without mixing them into your own stock.
Track client storage or not
Storing client stands earns income but also means admin: what is there, in what condition and when it is needed again. If you track it in the same inventory software, you can invoice storage per period and know at once whether a returning stand is still complete before you load it.
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 storyWhich stock we record.
The item list for your modular system, lighting and furniture is in stock from the start, with reservations per scheduled stand, returns with condition and a separate overview of stored client stands. Together we replay an ordinary week, and a week where two stands need the same counter type while one is in repair. Hired items and storage on the invoice can be switched on once the warehouse books returns smoothly.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDo we need to label every part first?
Not necessarily. You can start by counting per type and only give expensive or fragile parts their own label. Per-item labelling can be extended later if you want to know which parts are often damaged or go missing.
How do we know what is still at a show?
Each reservation runs from loading until the planned return. Until a part is booked back in, it shows as in transit or on site. An overrunning breakdown is immediately reflected in availability for the next stand.
Can we manage stored client stands separately?
Yes. Stored stands have an owner, a storage location and a parts list. They do not count towards your usable stock. When the exhibitor wants to reuse the stand, you can reserve it directly and see whether any parts are missing or need repair.
What about parts that break at the show?
The crew reports them at breakdown with a photo. The part comes back marked as damaged and goes to repair or write-off. It then does not count for the next stand, and repeated damage can be traced to transport or build-up.
Add-ons for your industry.
What often connects to this.
- Digital job cards for exhibition stand buildersDigital job cards for exhibition stand builders that put the released stand plan, parts list and handover points in the crew's hands on the show floor, with feedback per stand.
- Website for exhibition stand buildersA website for exhibition stand builders that explains which stand concepts and display walls you offer, what the exhibitor arranges with the organiser, and what a useful enquiry needs.
- Enquiry form for exhibition stand buildersAn enquiry form for exhibition stand builders that collects the stand plan, exhibition requirements and the exhibitor's wishes in one go, so design and costing can start straight away.
Know what is really there.
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 Inventory software for exhibition stand builders: reserve modular walls, lighting and furniture per show, with damaged parts kept clearly apart.
- Make parts recognisable
- Reserve per stand
- Book returns and condition