How to set up material tracking that actually works, in one afternoon.
No complex software. No inventory management degree required.

You'll need:

• 2 hours of focused time
• Spreadsheet or simple form (Eventication would be a much better solution ;-) )
• Numbered stickers or tape
• One person who gives a shit about equipment

HOUR 1: Inventory
Step 1: Physical count (30 min) Walk your storage and count:

• Radios
• High-value items (cameras, tools, etc.)
• Things that always go missing (phone chargers, adapters, tape, scissors)

Don't count consumables (batteries, gaffer tape rolls). Not worth it.

Step 2: Numbering (20 min) Put a numbered sticker on each item:

• Radio #1, Radio #2, etc.
• Camera #1, Camera #2
• You get the idea

Use permanent marker if no stickers. Just make it visible.

Step 3: Create the list (10 min) Spreadsheet with columns:

• Item (Radio #5)
• Assigned to (Name)
• Date out
• Date returned
• Condition notes

That's it. Don't overcomplicate.

HOUR 2: The System
Step 4: Lending station (15 min) Set up one physical spot:

• Table near your production office
• The spreadsheet (digital or printed)
• Pen and paper backup

This is where ALL equipment moves through. No exceptions.

Step 5: The ritual (10 min) Practice with your team:

When someone needs equipment:

1. They come to the lending station
2. They tell you what they need
3. You write their name + item number + date/time
4. They sign (even just initials)
5. They take the item

When they return:

1. They bring it back to lending station
2. You check condition
3. You mark "returned" + date/time
4. You note any damage immediately

Step 6: Communication (15 min)
Tell everyone:

"All equipment goes through [person name] at the lending station"
"No lending station visit = you're personally buying the replacement"
"Returns go through the same process, no dumping in storage"

Send this in writing to all team leads.

Step 7: End-of-day ritual (20 min)
Every evening:

• Check spreadsheet for unreturned items
• Message those people: "Hey, Radio #7 is still out under your name, returning tomorrow?"
• Update next day's equipment availability

THE MAGIC:
It's not the spreadsheet. It's the accountability.
When someone has to write their name next to "Radio #7", they remember they have Radio #7.
When you message them at 10pm "you still have Radio #7", they bring it back.

REAL NUMBERS:
Festival that implemented this:

Before: 19 radios missing after 3-day festival
After: 2 radios missing (both returned the following week)
Equipment loss: €4,200 → €340

Time invested: 2 hours setup + 15 min/day maintenance

The mistakes people make:
❌ Making it too complicated (barcode scanners, apps, databases)
❌ Trying to track everything (focus on high-value + frequently lost)
❌ No physical lending station (people just grab stuff)
❌ Not following up daily (wait until event ends = too late)

Pro move:
Take photos of items when they go out if they're expensive or prone to damage claims.
"Camera #3 left in perfect condition at 2pm Saturday" vs "Camera #3 came back with cracked lens" is much easier to resolve when you have timestamped photos.

Total setup time: 2 hours Daily maintenance: 15 minutes Equipment recovery rate: 85-95%