Keep Your Inventory in Check and Events Running Smoothly with Wasp InventoryCloud
Whether you’re organizing a multi-day conference, a music festival, or a corporate event, your inventory is the backbone of your operation. Every table, chair, cable, screen, and badge matters—and when one thing goes missing, the whole schedule is at risk.
Manual tracking methods like spreadsheets and handwritten checklists can’t keep up. They slow your team down, increase the risk of loss or double-booking, and make it harder to deliver a seamless experience for clients and attendees.
That’s where a purpose-built event inventory software solution comes in.
With Wasp InventoryCloud, you get a centralized, digital system that gives you full visibility into your event assets and inventory—before, during, and after the event. No more scrambling to find out where the power cables are or realizing the signage didn’t make it onto the truck.
Why Digital Inventory Tracking for Events Just Makes Sense
Event professionals need speed, accuracy, and flexibility. With inventory tracking software made for events, you can:
- See what you have in real time. No more guessing or duplicate orders.
- Assign gear to specific jobs, dates, or venues.
- Scan items in and out using barcodes.
- Prevent loss with clear check-in/check-out tracking.
- Make load-in and load-out faster and more accurate.
- Keep a full history of where items have been and who used them.
FAQs About Wasp InventoryCloud Event Inventory Software
What is event inventory software?
Event inventory software helps event professionals track and manage assets—like gear, signage, décor, and supplies—across venues, crews, and timelines. It replaces spreadsheets with real-time visibility and check-in/check-out workflows.
Who uses event inventory software?
It’s used by production teams, AV companies, rental houses, event planners, trade show managers, and anyone managing physical inventory across events.
Can I track inventory across multiple events or clients?
Yes. InventoryCloud lets you tag items to jobs, assign them to specific clients, and track usage history across multiple projects. You can even view availability to prevent double-booking.
How does barcode or QR code scanning work?
Each item gets a scannable label. With a mobile device or scanner, you can quickly check assets in or out, verify locations, and log movement—all in real time.
Can this help reduce inventory loss at events?
Absolutely. With clear assignment, mobile tracking, and audit history, you’ll reduce misplaced items, hold staff accountable, and get more mileage from your gear.
Do I need to buy special hardware to get started?
No. You can use your existing iOS or Android mobile devices, or we can provide barcode scanners, printers, and durable asset tags as part of a complete solution.
Is this software hard to set up?
Not at all. Most teams are up and running in days—not weeks. We handle the onboarding and tailor it to your needs so you can hit the ground running. For your convenience, we offer both in-person and virtual training tailored to your specific needs.
Customer Success Story: City of Omaha
The Client: Established in 1854, The City of Omaha is a vibrant city that has consistently reinvented itself, shaped by Native American Indian tribes, pioneers, railroad laborers, and meat packers. The City embodies cultural diversity, a strong work ethic, and a friendly demeanor, proudly living up to its name, meaning "Those going against the wind or current."
The Challenge: The City's street maintenance division, which includes five districts, faced a lack of control over the daily consumption of supplies. The absence of an inventory management system led to a chaotic situation, with no tracking, check-in/check-out process, or accountability. This resulted in unequal distribution of materials, overspending in some districts, and a lack of awareness about available stockpiles.
The Solution: The division needed an automated solution to efficiently manage and track consumables, gain control of inventory, and enhance visibility into budget allocation for supplies. After researching different options, John Brady, Parts Keeper at the City of Omaha, selected InventoryCloud for its user-friendly interface, affordability, and robust features, including the ability to track funding sources for each item.
The Result: Today, InventoryCloud is used across the City’s street maintenance division primarily to create and fulfill supply lists and track hundreds of supplies including shovels, rakes, gloves, boots and more. The implementation has enhanced Brady’s visibility into not only where supplies are and where they’re going, but also where budget dollars are being spent.
“InventoryCloud provided clear visibility into the exact allocation of budget dollars for supplies,” said Brady. “Every boot, every glove, represents money.”
Brady completed training on the software and was then able to train employees in each district. According to Brady, the solution is easy to use and train others on.
“I love being able to easily pull data about where all items are, where they’re going, and how much every division is spending,” said Brady. “It makes life so much easier.”
