Festival equipment tracking
Festival equipment tracking usually means a shared spreadsheet nobody updates at the gate. KitHolder replaces it with a scanned custody ledger: every item that leaves the desk is tied to a name and a timestamp, and every item that comes back closes that row automatically.
3–6% of fleet equipment goes missing per event, industry-wide. support@kitholder.co.uk
What's actually on the register
"Equipment" covers a lot of ground on site, and most of it belongs to someone other than the organiser. A tracking system that only handles one kind of asset misses the rest of the exposure.
// Hired
Vendor-owned kit, invoiced at full RRP for anything that doesn't come back. This is where most of the loss bill sits, and it's the kit a spreadsheet is least likely to catch mid-shift.
// Owned
Yours outright, but still expensive to replace mid-season and still worth a named custody trail — a missing compound key is a security problem, not just a cost one.
One register. One workflow. Whether it's a hired radio or a compound key, the same two scans — badge, then device — puts it on the ledger.
The tracking method
Issuing is a deliberate act at the desk. Returning is self-service. Nothing in between needs a person to remember to write it down.
[01]
The QR on their phone identifies who's standing at the desk — no name check, no form.
[02]
Radio, scanner, key fob — each one is associated to that person the moment it's scanned.
[03]
The issue is timestamped and visible on the desk board the second it happens — not at end of shift.
[04]
Hold the item under the desk scanner. Green tick, done. No queue at one person's elbow.
The hardware
A festival site is the worst possible environment for equipment tracking software that assumes an internet connection. KitHolder doesn't make that assumption — it's a flight case with its own network, its own clock and its own certificate authority, so the ledger works whether the production office has signal or not.
Pricing
Per event, self-setup, everything included. Launch pricing for the 2027 season.
Up to 100 assets
£395 / event
Software, desk scanner and label roll, posted ahead. Runs on your own laptop and phones.
Full flight case
100–500 assets
£795 / event
The full flight case: workstation, own network, desk scanner, handhelds, labels.
500+ assets / multi-department
£1,750 / event
Station plus additional handhelds and setup support, per department or site-wide.
The offer
We're launching for the 2027 season. If our end-of-show loss report doesn't justify the price of the system, you'll have the exact data you need to prove it.
or email support@kitholder.co.uk