Set up the event or tour as a project. Booth props, displays, AV equipment and promotional stock are pulled from storage and packed into labeled kits, each scanned to its shipment.
Brand and exhibitor shipments are scanned on arrival, photographed and labeled. Reusable items are tracked one by one; flyers, samples and giveaways are received by quantity.
Condition reporting with photos is captured in the Inventory app on arrival and timestamped on each item. That's your evidence if there's freight damage to claim.
Kits, cases and crates are put away by location and staged by booth, stage or venue, ready for install day. Scan a case to see everything packed in it.
Kits are scanned out, delivered to the booth, stage or pop-up, set up and checked off in the app. Empty cases and crates are tracked to their storage location for the duration of the event.
Handouts of promotional material and samples are recorded against stock, and top-ups are scanned out from storage, so you always know what's left on site.
Reusable props, displays and equipment are scanned back into their cases and checked for condition. Leftover promotional stock is counted back in.
Kits go back to storage or on to the next venue, consumables used are reconciled against what was sent, and each client is billed from its tariff.
Trade shows and live events, such as concerts and luxury brand pop-ups, move a different kind of inventory. Booth props, displays, AV equipment and branded fixtures travel alongside boxes of flyers, samples and promotional giveaways. Reusable items have to come back complete and undamaged; promotional material gets handed out and has to be counted. On a touring schedule, it all repeats venue after venue. Art Manager tracks both in one system, so you know what went out, what was handed out, what came back and what to charge for.
How Art Manager handles it:
- Each event or tour is a project, with a sub-project per brand, exhibitor or venue, so stock, transactions and charges stay separate.
- Reusable and promotional stock side by side: props and equipment are tracked one by one with barcodes, while flyers, samples and giveaways are tracked by quantity.
- Kits travel as one unit: scan a case to see everything packed in it, and at teardown the app tells the crew what goes back where.
- Handouts and top-ups are recorded on site, so the client sees what was distributed and what's left.
- Count-back after every event: what came back, what was used and what was damaged, ready for the next venue.
- Clients see their inventory and event status in their own online portal, and are billed from their tariff.
You don't have to switch everything on at once. Start with labeling and scanning for your next show, and add quoting, client portals and billing when you're ready. We'll help you fit Art Manager to the way your team already works.
