From Chaos to Control: A Smarter Way to Manage Event Stock

Picture this: It’s the morning of your event. The production team is setting up, suppliers are arriving, and last-minute requests are flooding in. A supplier asks for an extra forklift, but none are available. A crew member insists their golf cart was double-booked. Meanwhile, security is chasing down missing radios that somehow vanished overnight. The stress builds, and suddenly, managing event logistics feels more like firefighting than planning.

Sound familiar?

We get it. Event logistics can be unpredictable, but stock management doesn’t have to be. That’s exactly why we’ve upgraded Eventication’s stock module, giving event organizers more control, visibility, and structure when it comes to managing materials, vehicles, and equipment.

How does it Works?****

The new stock module upgrade introduces pre-requested stock approvals, ensuring that every piece of equipment, tool, or vehicle is accounted for before the event even begins. Instead of dealing with last-minute material chaos, organizers can now set clear approval workflows, track stock in real-time, and eliminate unnecessary stress.

1. Pre-Requests: Know What’s Needed Before the Event Starts****

Rather than dealing with requests on-site, suppliers and internal staff can now request materials in advance. This means your production team always knows wha materials are needed and can plan accordingly without surprises.

2. Custom Stock Configurations: Only Show What’s Relevant****

Not every supplier or team needs access to the same equipment. Some may require rolling stock like forklifts and cherry pickers, while others only need smaller items like radios, tables, or chairs. Instead of opening up the entire inventory to everyone, event organizers can now create custom stock configurations per supplier or internal team.

By limiting access to only what’s relevant, you avoid overwhelming stock requests, reduce unnecessary approvals, and ensure a more streamlined process.

3. Approval Workflow: Full Control Over Stock Requests****

Every material request must be approved, modified, or rejected by the organizer before it is confirmed. This ensures:

✅ No unauthorized requests

✅ Full visibility into stock demand

✅ The ability to adjust stock allocation before event day

Once approved, suppliers can even assign materials to individuals within their team, ensuring the right people have access to the right equipment.

Hourly Scheduling: Smarter Logistics & Fleet Management****

Beyond pre-requests and approvals, one of the biggest additions to the stock module is hourly scheduling. Now, organizers can see exactly when and by whom materials, vehicles, or equipment are booked.

This means:

• A clear hour-by-hour overview of reservations

• No double bookings or last-minute confusion

• Real-time adjustments when plans change

Need to know who has booked a cherry picker at 2 PM? Now you can check instantly. Want to ensure a supplier doesn’t overbook rolling stock? The system will flag any conflicts before they happen.