When events run smoothly, attendees rarely consider the logistical operation required to make it a success. Depending on the event, they likely see the stage, the lighting, the screens and catering. They seldom pay attention to the pallets, flight cases of equipment and tools and various control units that arrived days or weeks earlier. However, this movement of goods and the tracking of these assets plays a vital role in the set up and success of the event.
Additionally, often large events – e.g. venues and sporting events – function like supply chains. Assets and equipment travels from warehouses to trucks, from trucks to venues, and between various areas during event set up. And, when an event is over, everything has to be packed down, checked and returned back to their warehouses, or moved onto the next event.
With that in mind, Joanna Latkowska, CEE Sales Manager BIXOLON Europe explains that asset visibility forms a crucial component of event supply chain and logistics management; and explains the role labels play in enabling supply chain and logistics transparency and efficiency…
Asset protection and theft
If we take a view that event organisation functions like a supply chain, then it is worth considering the similar typical problems around asset theft and loss that supply chain managers face across their warehouses and distribution centres. Recently TAPA EMEA (The Transported Asset Protection Association), and leading industry association in the Europe, Middle East & Africa (EMEA) region for supply chain resilience & security professionals, “recorded over 137,000 cargo crime incidents across more than 110 countries in EMEA, including 5,865 in the United Kingdom,” and explained that, “while actual loss values were only recorded for 9% of UK incidents, this still equated to losses of goods worth over €72 million from supply chains , while the average loss for major crimes that had a loss value of over €100,000 across the UK was €775,736.”
In addition to this, according to International Rental News the European Rental Association says that, “more than €500m (US$586 million) worth of rental equipment disappears each year — the equivalent of 30,000 heavy machines and hundreds of thousands of smaller tools.
Alongside this, it’s worth considering, too, that the events sector consists of working with an array of sub-contractors and tradespeople. They come together to organise and set up events. Many use their own equipment and tools, and many have pools of equipment that they use, lease or rent out for usage across projects among their teams. Some of these tools are stored in vans, distribution centres or at event locations – and, the issue of theft is real for tools too.
Research by MoneySuperMarket, found that in 2024, there were 9,559 thefts of tools from vans, up from 5,598 in 2021. Although the research doesn’t state these are thefts related to events; it stands to reason that tool and equipment theft occurs at events. This helps illustrate a wider point around equipment tracking and traceability. As part of its research, MoneySuperMarket explains there are a many ways tradespeople can help prevent tools being stolen or aid in their recovery. For example, “marking tools with asset stickers or a forensic marking solution,” or ,“fitting trackers to tools which give off a unique GPS radio frequency or GSM signal.” Therefore, making a case for label usage and digital tracking.
Enabling traceability
Clearly more effective traceability of goods and equipment passing through events is key. Take a rigging and lighting subcontractor to the events sector as an example. They often provide all kinds of equipment for an event. For example: plant hire, crew, structural engineering services, sound equipment, staging, drapes, generators, stretch tents, security fencing. The list of assets to track is almost endless. How can this be managed efficiently and reduce theft?
In some cases, paper-based systems are used. However, in the era of digitisation and artificial intelligence, this kind of approach is dated and prone to error. Humans make mistakes and these can lead to accidental equipment loss, or worse, deliberate theft along the way. Therefore, a more effective answer lies in developing a digitised inventory management system, that makes use of barcode scanning and labelling technology. This kind of asset tracking enables event organisers and producers to improve their stock and equipment identification, traceability and delivery systems across their operations. It also enables them to understand what their pool of assets looks like. This helps with future event planning and forecasting too.
At the heart of it label printers are the enabler of traceability. They must print labels clearly with appropriate supporting barcodes for application to their appropriate assets. Naturally, the label substrate, adhesives and inks used need to withstand the hardwearing situations experienced across the events industry. This is because – again, much like the wider supply chain and logistics sector – event equipment and assets travels across the country and globe, across an array of landscapes and conditions. Making it important that labels can withstand their rugged requirements, and that they are easily replaced in the field with mobile printers.
In some instances, RFID enabled labels are used and connected to digital networks. These labels provide event organisers more accurate real-time traceability as part of wider systems.
Conclusion
Ultimately, asset tracking in the events sector is about clarity and accountability. Knowing what is on site. Knowing where it is. Knowing its condition. Durable labels and reliable printing supports asset traceability at every stage, from warehouse preparation to final pack-down.
In an industry where timelines are fixed and expectations are high, small operational improvements can make a significant difference. Effective asset labelling is one of them.
Photo by Nainoa Shizuru on Unsplash
