Events and rental: Inventory software for festival production teams
Inventory software for festival production teams that tracks radios, fencing, track matting, signage and other site materials per festival and zone, from issue to return.
Where stock drifts for festival production teams.
After a festival, festival production teams never get all their radios back. A few were issued to crew who have already left, a few are in a production office that has already been dismantled and a few are broken. Fencing, signage, cable ramps and track matting are no different: what is owned and what is hired, and what goes back to which supplier, sits on lists nobody updates during the break. With two festivals on the same weekend, it only becomes clear on Friday that there are not enough radios and chargers for both. Hired material returned late costs extra rental.
Inventory software for festival production teams
Example- 1
Register materials
DoneRadios get a number and are registered as a set with charger and headset.
- 2
Reserve and issue per zone
In progressFor each festival, materials are reserved and issued per zone.
- 3
Track returns and losses
NextDuring the break, what comes back is counted per zone.
From receipt to use.
Register materials
Radios get a number and are registered as a set with charger and headset. Fencing, track matting and signage are counted by type, with their origin: owned or hired, and from which rental company. At every count it is clear what is yours and what must go back.
Reserve and issue per zone
For each festival, materials are reserved and issued per zone. Radios are issued by name to crew or suppliers, with channel and zone. You see per weekend what is needed across all festivals. If a shortage looms, you see it early enough to hire more.
Track returns and losses
During the break, what comes back is counted per zone. Radios are collected by name, so it is visible who has not returned one. Hired material is staged per rental company for return. Broken or missing items are recorded with the zone, as a basis for replacement or recharging.
Alongside your purchasing and suppliers.
Materials are often tracked in a spreadsheet per festival, with a paper issue list for radios. We can take over those lists. The warehouse owns the count of your own materials; rental companies own theirs, and what you track is what of theirs is on site. Radios can be issued with a scanner or by name on a phone, whichever is practical in the production office.
Own materials or hire
Owned fencing and track matting are always available but need storage, transport and maintenance, and sit idle in winter. Hiring for every festival avoids those costs, but in peak season materials are scarce. A base of owned materials topped up with hire for peaks is common. Inventory shows how often owned materials are actually used.
Radios by name or by zone
Issuing radios by name makes responsibility clear but takes time when hundreds of crew arrive at once. Issuing per zone to the zone manager is faster but makes missing units harder to trace. A mix works: by name for supervisors, per zone for crew. Inventory supports both.
Count per zone or centrally
Counting per zone during the break shows where materials disappear but asks every zone manager for a count. Counting everything centrally at loading is simpler but hides where things went wrong. Counting valuable items per zone and bulk items centrally is often a good balance.
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Read the storyWhich stock we record.
Radios, fencing, track matting and signage are in stock from the start, with reserving and issuing per zone and returns with losses. We replay an ordinary festival together, and a weekend in which two festivals run at once and hired fencing must go back on time. Shortage warnings per weekend, losses on the invoice and charging schedules for radios can be switched on when needed.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we stop radios from going missing?
Issue them by name and scan or tick them off on return. You see straight away who still has one. A reminder at the end of the last day helps. Units that are still missing appear in the overview with name and zone.
Can we track hired materials separately?
Yes. Each hired item has a rental company and a return date. You see per rental company what is on which site and when it must go back. That avoids extra rental days because a batch of fencing was forgotten behind a marquee.
How do we count bulk items like fencing?
Per zone or per lorry, in the units you use, such as panels or pallets. An exact count per panel is often unnecessary; a count per load will do. Differences between issue and return become visible per zone.
Does this work for the organiser's own materials?
Yes, if the organiser brings their own materials, such as signage or decor. You register them with the organiser as origin. During the break you see what goes back to the organiser and what to your warehouse or a rental company.
Add-ons for your industry.
What often connects to this.
- Digital job cards for festival production teamsDigital job cards for festival production teams that bring the released production schedule to the crew zone by zone and report progress, deviations and handovers back.
- Website for festival production teamsA website for festival production teams that describes production services and facilities clearly enough for an organiser to see which part of the production they can hand over and what stays with them.
- Enquiry form for festival production teamsAn enquiry form for festival production teams that collects the site map, supplier list and permit status, so a production manager quickly sees how far along a festival already is.
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 festival production teams: radios, fencing, track matting and signage issued per festival and zone, with returns and losses tracked.
- Register materials
- Reserve and issue per zone
- Track returns and losses