Events & AV rental
Checkout, condition and returns that keep up with events
Run gear in and out for back-to-back events with self-service bookings, on-device signatures and instant condition records.
The problem
Sound familiar?
- Simultaneous events fight over the same equipment.
- Returns are chaotic and damage goes unrecorded.
- Outlook and whiteboards can't keep up with real availability.
How Stackroom helps
Everything you need, in one place
Real-time availability
Everyone sees what's free across every event at once.
Signed handovers
On-device signatures and PDF agreements protect you on every checkout.
Fast returns
Scan gear back in, log condition, and flag anything for maintenance.
How it runs
What this looks like day to day
- 1Plan
Reserve for the event
Kit is booked against event dates, with availability checked so nothing is promised twice across overlapping events.
- 2Load
Check out to the crew
Equipment leaves against a named crew member with condition recorded, so what went to the venue is documented.
- 3On site
Track what is where
Scans at the venue keep locations current across a multi-room or multi-stage event.
- 4Derig
Reconcile before leaving
Checking kit back in at derig catches missing items while you are still on site, rather than at the warehouse the next day.
In detail
The questions that come up next
Why reconcile at derig rather than back at base?
Because equipment left at a venue is recoverable while you are still there and often unrecoverable once you have gone. Scanning at derig turns a warehouse discovery into an on-site fix.
Can we handle overlapping events?
Yes. Availability accounts for all bookings, so kit committed to one event cannot be promised to another with overlapping dates.
What about turnaround between events?
Buffer time can be built in for testing, charging and repacking, so the next event does not start with equipment that has not been checked.
Does it cope with large multi-room venues?
Yes. Locations can be nested, so rooms, stages and stores within a venue each hold equipment and roll up to the event.
FAQ
Questions, answered
Can we track kit across several venues at once?
Yes. Each venue and room can be a location, so equipment spread across simultaneous events stays visible in one register.
How quickly can crew check items in at derig?
Scanning is per item and takes seconds, which is what makes reconciling before leaving realistic rather than aspirational.
Can we record damage found after an event?
Yes. Condition is captured on return and can be updated later with photos, so repairs and insurance claims have documentation.
Does it work in venues with poor connectivity?
Yes. Offline-first mobile means scanning works in basements and back-of-house areas, syncing when coverage returns.
Can we produce a manifest of what shipped to an event?
Yes. Bookings and checkouts produce a list of what went out, which doubles as a load sheet and a reconciliation checklist.
Ready to know where every asset is?
Start free — tag your first 100 assets and run a real checkout in your first session. No credit card required.