Keep track of equipment from request to return

Give your stock team a record of what is available, who collected it and what still needs to come back.

Eventication brings inventory, equipment requests and loans into your event. Find a person and an item by scanning or searching, then record the handover.

Book a 20-minute demo

Preparing, lending and returning equipment

Inventory and categories

The task: Build a stock list around the equipment your event needs, including owned and hired items.
In Eventication: Organise categories, types and individual articles. Set quantities and suppliers, add codes where useful, and specify whether each type must be returned.
For your team: Your stock team has a structured inventory to use when reviewing requests and handing out equipment.

Requests and collection orders

The task: Let list contacts request the equipment they need before collection day.
In Eventication: Choose which stock types they can request, set submission dates and review quantities. Approved orders can allocate collection to people or vehicles within the agreed limits.
For your team: The stock desk can refer to the approved request when equipment is collected.

Checkout and return

The task: Record the person collecting an item so the team knows who to contact about its return.
In Eventication: Find the person and item by scanning their codes or searching. Record the loan, with any configured questions or signature, then record the return and condition.
For your team: Each loan gives your team a record to follow up when an item is still outstanding.

Loan records

The task: Keep track of open loans as your stock desk works through collections and returns.
In Eventication: Review open and completed loans, including checkout times, the people involved and return details. Export the records for further review.
For your team: Use those records to follow up on outstanding equipment and prepare for the next shift.

Supplier records

The task: Make it clear which supplier each item belongs to, including equipment your own organisation owns.
In Eventication: Associate stock with a supplier. Supplier records are shared across your company’s events, and your own organisation can be listed as a supplier too.
For your team: The supplier record stays connected to the equipment your stock team manages.

Vehicles and parking

The task: Equipment collection may involve people and vehicles registered through accreditation.
In Eventication: Use vehicle records and parking access alongside collection orders. Parking attendance reflects the vehicle check-ins your team records.
For your team: Allocated parking tickets and recorded arrivals remain separate, so your team can tell what is expected and what has arrived.

What the stock team needs to keep track of

Stock management helps your team prepare inventory, review requests and record equipment loans. Each checkout connects an item to the person who collected it, with a record of its return.

Equipment borrowers
Returnable items and consumables
Equipment suppliers
Available quantities
Requests and approvals
Authorised collectors
Return condition
Outstanding loans

Eventication keeps these details with the inventory and loan records your team uses at the desk.

How stock management fits your setup

Included workflows

Structured inventory with categories, types and individual articles
Equipment requests and collection orders for people and vehicles
Checkout and return by scanning or searching
Open and completed loan records with exports
Supplier records linked to stock items
Vehicle registration and parking attendance through accreditation
Team-assisted inventory transfer between events
Part of the same event workspace as Crew Management, Artist Management and Accreditation

Handled separately

Warehouse management for permanent facilities
Procurement or purchase order management
Barcode-based retail inventory or POS systems
Asset depreciation or financial lease accounting
Supplier procurement or tender management
Public parking ticketing or payment processing
Permanent asset lifecycle management
Standalone warehouse or logistics software

Stock management is designed for event equipment requests, loans and returns. It connects items to the people collecting them. Use your accounting or warehouse tools for financial asset records and permanent warehouse operations.

Stock management at other events

Before Eventication, our volunteer planning lived in six different Excel files. Now, 400 crew members register themselves, pick their shifts, and show up. We spend 80% less time on admin and can finally focus on the event itself.

— Mattias Moyersoon, Promotor Rock Affligem

200+events managed
10k+stock items tracked
10+years in the festival industry

Getting started

Tell us about your equipment

We talk through your inventory, suppliers, requests and collection process.
See the workflow

We show you how to prepare stock, review requests and record loans and returns.
Prepare the stock desk

We agree how to set up your inventory and train the people handling equipment. We can also discuss scanning devices and on-site support.

Prepare the inventory and collection process around the way your team works.

Book a 20-minute demo Read the Paradise City story

Questions about stock management

How does inventory setup work in Eventication?

Create categories and types, then add articles with quantities and suppliers. Codes are optional, and you can specify whether items need to be returned. Contact us for help transferring inventory between events.

How does the QR wristband checkout work?

Scan or search for the person and item to record a loan. When the item comes back, record its return and condition. The loan keeps the person and equipment connected.

Can suppliers request equipment before the event?

Yes. Choose which equipment types list contacts can request and set submission dates and limits. Your team reviews requests before allocating collection quantities.

What happens when items are not returned?

Open loans show which items still need to be returned and who collected them. Use the records to follow up, or export open and completed loans for review.

Can suppliers manage their own stock?

You can associate equipment with its supplier, and list contacts can request equipment through the forms you configure. Your team manages inventory and approval of those requests.

Does Eventication track vehicles?

Accreditation supports vehicle records, parking access and check-ins. Parking attendance reflects recorded arrivals and departures, rather than continuous vehicle location.

How does Stock Management fit with the other Eventication modules?

Stock management handles inventory, requests, checkout and return. People registered through crew management or accreditation can be identified at the stock desk, including by their wristband.

Who can see equipment and personal records?

Access depends on moderator permissions. We can help you review which team members need stock access and how that relates to personal information in your event.

What does stock management cost?

Ask us for a quote based on your event, modules and support needs. We can include any scanning equipment or setup support you want to discuss.

What makes this useful for an event stock desk?

The equipment loan belongs to the same event as the person’s registration and access records. Your team can identify the borrower, record the handover and follow up on the return from that shared information.