Event Inventory Management Software

Nest Egg is event inventory management software for AV, production, décor, and event companies. Track speakers, lighting, staging, furniture, and décor, each with photos, across your warehouse, trucks, and every venue. Scan gear out for an event, scan it back in, and know what’s missing or damaged before the next job.

  • ✓ Photos and QR labels on every item
  • ✓ Scan a road case to see what’s inside
  • ✓ Gear out to clients and venues, with due dates

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No charge during the trial · Browser-only free plan also available

10,000+

teams

142

countries

303

software releases

32

languages

Where event gear goes missing

Load-out is fast, venues are busy, and the gear list in the office is out of date by the time the truck is back.

Load-out losses

A box of mic cables stays behind at the venue, and nobody notices until the next show needs them.

Nobody knows what’s free

Is the second projector in the warehouse, on a truck, or still out with last week’s client?

Damage shows up late

A cracked fixture goes back on the shelf, and the problem surfaces at the next event.

From warehouse to venue and back

Nest Egg follows the loop your crew already runs and adds a record at every step.

1. Prep

Pull gear for the event and pack it into road cases and totes. Each case has a QR label and its own list.

2. Out

Check gear out to the client or venue with a due date, or transfer it to the venue’s location.

3. At the event

See what’s at each venue, and what’s still free in the warehouse for other jobs.

4. Back

Scan the case and return its gear in one go. Anything not back stands out, and damaged pieces are logged with a reason and tagged for repair.

Event Gear Tracking

Custom Labels

Print QR and barcode labels for gear, road cases, and totes, then scan them with any phone.

Scan Cases

Scan a road case or tote’s label to see everything packed inside it.

Check-Out

Check gear out to a client or venue with quantities, a due date, and notes.

Due Dates

Get an alert before gear is due back. You choose which users can lend.

Locations

Track the warehouse, every truck, and each venue by address, GPS, or warehouse zone.

Transfers

Move gear between the warehouse, trucks, and venues, with a record of every move.

Photos

Add up to 10 photos to each item, so the crew grabs the right piece at a glance.

Status Tags

Tag gear as Reserved, Out for repair, or Needs cleaning, and filter by tag.

Damage and Loss

Log damaged or lost gear with a reason, so losses show up in your records.

Consumables

Track gaffer tape, batteries, and lamps, and get alerts when stock runs low.

Serial Numbers

Keep serial numbers, manuals, and warranty PDFs with each piece of gear.

Reports

See what’s out and with whom, and run PDF reports by location or category.

Permissions

Control who can view, edit, or lend gear, with a full audit trail of every change.

Purchases

Record new gear and supplies with costs and receipts attached.

Scanners

Scan with any phone camera, or use a Bluetooth scanner at the loading dock.

Import

Bring your gear list in with CSV import, and export your data any time.

Built for event teams

Event inventory software for companies that own their gear and move it from show to show.

AV and production

Speakers, consoles, lighting, and cable, packed into cases and out on the road every week.

  • Road cases and totes with their own QR labels
  • Serial numbers and manuals with every unit
  • Gear out to clients and venues, with due dates
  • Damaged units tagged Out for repair

Weddings and décor

Linens, centerpieces, arches, and furniture, with photos so the crew packs exactly the right pieces.

  • Photos on every item and variation
  • Totes labeled and scanned at load-out
  • Losses and breakage logged with a reason
  • Low-stock alerts for consumables

Corporate events and venues

Staging, signage, booths, and furniture shared across events, sites, and storage units.

  • Locations for every warehouse, truck, and venue
  • Transfers between sites, with a record of every move
  • Reports of what’s out and where
  • Everyone on one inventory, on web and mobile

Road cases and check-out

Pack gear into cases and totes, label them, and know exactly what went out and what came back.

Every case is a location

Set up each road case, tote, or rack as its own location inside the warehouse, a truck, or a venue, and give it a QR label.

Scan to see what’s inside

Scan the case label with any phone to see every item packed in it, with photos, so nothing gets left behind at load-out.

Out to the client, back on time

Check gear out to a client or venue with a due date and notes, such as the agreed rate or delivery details, and get an alert before it’s due back. Gear you sub-rent from others is tracked as borrowed, with its own due date.

Ready for the next show

Once gear is returned, tag it Needs cleaning or Out for repair, log any damage with a reason, and filter by tag to see what’s ready to go out again.

What event teams track

If you own it and it goes to shows, you can label it, scan it, and track it.

Audio gear

Lighting

Staging

Furniture

Décor and linens

Signage

Cables

Tents and structures

Nest Egg vs. spread­sheets and rental platforms

Rental platforms handle quotes, bookings, and invoices. If you mainly need to know what gear you own, where it is, and whether it came back, Nest Egg is simpler and works alongside them.

Nest EggSpreadsheetRental platform
Scan barcodes and QR codes with a phone✓NoVaries
Scan a road case to see what’s inside✓NoVaries
Gear out to clients and venues, with due dates✓Typed by hand✓
Photos on every item✓AwkwardVaries
Quotes, bookings, and rental invoicesNoNo✓
Free plan, no setup project✓✓Rarely

Getting started

An event crew member with a headset and lanyard scans the QR label on a road case with a phone
1

Add your gear

Import a spreadsheet, or add gear with photos. Only a name is required.

2

Label and organize

Print QR labels and give every item a shelf, case, or tote.

3

Scan out, scan in

Scan gear out for each event and back in afterward.

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Why Nest Egg

iOS, Android, web

Synced across every device.

Works with your booking system

Keep your rental software. Move data with CSV.

See it, scan it

Photos on every item, scanning with any phone.

Fast support

Real people, often within an hour.

What customers say

In their own words, from App Store reviews of Nest Egg.

★★★★★

“Wow! The customer service for this app is amazing.”

Jrichter5781 · App Store review

★★★★★

“I switched from another app to this one and boy, what a difference it made.”

MindyParis · App Store review

Event inventory FAQs

It is software that tracks the gear an event company owns, such as audio, lighting, staging, furniture, and décor, and where each item is: the warehouse, a truck, a venue, or out with a client. Crews scan items as they go out and come back, so you know what’s available, what’s missing, and what needs repair without updating a spreadsheet by hand.
Yes. Check gear out to a client or venue as a contact, with the quantity, a due date, and notes such as the agreed rate or delivery details. Nest Egg alerts you 3 days before it’s due back, and you can change that in settings. Gear that’s checked out shows as unavailable until it’s returned, and every item shows how many are lent out or borrowed right next to the quantity available. With role-based access, you choose which users can lend items out.
Yes. Set up each road case, tote, or rack as its own location with a QR label. Scan the label with any phone to see every item packed inside, with photos. Every item also gets a unique Nest Egg ID you can print as a QR label, and you can keep using existing barcodes.
Pack each package into its own road case or tote and set up that case as a location with a QR label. Scanning the case shows exactly what belongs in it, with photos, so the crew can check it’s complete before it goes out and when it comes back.
Yes. Record sub-rented or cross-rented gear as borrowed from the company you rented it from, with the quantity, a due date, and notes. Nest Egg alerts you before it’s due back, just like gear you lend out, and the borrowed items report lists everything you have in by date or due date.
Yes. Transfer items between locations, and Nest Egg keeps a record of every move with its reason. Locations can be an address, a GPS point, or a zone in your warehouse. When a whole road case moves, transfer the items inside it to the new location, so each move is recorded with its reason.
No. Nest Egg tracks the gear itself, not rental billing. Keep your booking or rental software for quotes and invoices, use the notes on each check-out for details like the agreed rate, and move data between systems with CSV import and export.
Scan the road case, open its list of items, and return them all at once or select just what came back, including partial quantities. Loose gear works the same way: scan the item’s own label and return it. Anything still checked out shows up in the lent items report. Then log damaged or missing pieces as a write-off with a reason, such as Handling Damage. Tag damaged gear Out for repair, and add photos of the damage to the item, so it doesn’t go out again until it’s fixed.
Yes. Record purchases and usage for consumables, set the quantity you want on hand, and Nest Egg alerts you when stock runs low.
No. Any iPhone or Android phone scans barcodes and QR codes with its camera. Nest Egg also works with Bluetooth scanners. Labels print on label printers or on label sheets with a laser printer.
Yes. Each item can have up to 10 photos and 5 attachments, such as manuals, warranty PDFs, and videos. Add custom fields for serial numbers, model numbers, or service dates.
Nest Egg Cloud creates PDF reports on stock levels, low-stock, and out-of-stock items by location or category; purchases by location, category, or seller; sales by location, category, or customer; items lent and borrowed, by date or due date; and every transaction for a single item, so you can see its full history.
Yes. Save your sheet from Excel, Google Sheets, or Numbers as a CSV file and import it. Columns with matching names map to Nest Egg fields automatically, and you can map the rest yourself, such as “Case #” to a custom field. A name is the only field every item requires. Check-outs, purchases, and other transactions aren’t imported; Nest Egg records them as they happen.
Yes. Every item can have photos, so the crew recognizes the right piece on screen, and they scan with the phone they already carry. An item needs only a name to get started, so you can begin with one truck or one show and add details as you go. The apps work in 32 languages.
A paid Web plan. Paid Web plans work in the browser and in the iPhone, iPad, and Android apps, so the office and every crew member use the same plan. The free plan works in a web browser only.
Every Web plan starts with a free 2-week trial that includes the iPhone, iPad, and Android apps. A card is needed to start the trial, but you are only charged if you continue after it ends. There is also a free plan for use in a web browser, with no card needed. See the pricing page for current plans.

Event inventory guides

Event Inventory Management Software and Its Benefits

Event Inventory Management Software and Its Benefits

How event teams cut losses and save time on every job.

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10 Best Event Planning Apps

10 Best Event Planning Apps

Apps that keep the rest of your event planning on track.

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How to Use QR Codes for Inventory

How to Use QR Codes for Inventory

Label cases and shelves so a scan shows what’s there.

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Equipment Inventory Management

Equipment Inventory Management

Keep track of gear and who has it.

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See all inventory guides ›

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Know what’s in every road case before the next load-out. Label your first case today.

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