Choosing event rental software is a major decision. The right platform should do more than manage a calendar or track equipment. It should connect the people, inventory, sales, logistics, labor, and financial information that keep your business moving.
Whether you operate an AV production company, equipment rental business, party rental company, tent rental business, or manage event venues, hotels, or universities, your software should provide a clear view of your operation from start to finish.
What Should Modern Event Rental Software Include?
The table below highlights some of the features that matter most when evaluating event rental and production management software.
| Feature | IntelliEvent |
| Real-time inventory availability | ✓ Yes — Track inventory availability, shortages, and equipment status in real time. |
| Multiple warehouse management | ✓ Yes — Manage multiple locations, transfers, substitutions, and inventory across warehouses. |
| RFID, QR & barcode scanning | ✓ Yes — Scan equipment for check-in, check-out, physical inventory, and repair workflows. |
| Equipment maintenance & repairs | ✓ Yes — Track maintenance schedules, repair histories, equipment condition, and service needs. |
| Customizable quotes & invoices | ✓ Yes — Create customizable quote, proposal, contract, and invoice templates. |
| Equipment kits & packages | ✓ Yes — Build kits and packages to streamline quoting, preparation, and warehouse operations. |
| Labor scheduling | ✓ Yes — Schedule labor and resources by name and skill set, with labor reporting and management tools. |
| Logistics & truck routing | ✓ Yes — Manage routes, dispatching, shipping manifests, check-in/check-out logistics, and event operations. |
| Job costing & profitability | ✓ Yes — Analyze job costs, profitability, revenue, inventory usage, and other business metrics. |
| Custom dashboards & reporting | ✓ Yes — Access 250+ reports covering sales, inventory, labor, financials, operations, and more. |
| Cloud-based access | ✓ Yes — Access current business information from any device, wherever your team is working. |
| Accounting integrations | ✓ Yes — Connect with platforms and services including QuickBooks, Avalara, Google Calendar, and more. |
| eSignatures | ✓ Yes — Use IntelliSign to streamline contracts and approvals digitally. |
| Multi-industry support | ✓ Yes — Built for AV, event production, equipment rental, party rental, tent rental, broadcast, venues, hotels, and universities. |
| Ongoing training & support | ✓ Yes — IntelliEvent provides online training, Wise Ups, on-site training, videos, and ongoing customer support. |
One Platform for Your Entire Rental Operation
Rental businesses have a lot to coordinate.
A single event can involve sales, customer communication, inventory availability, warehouse preparation, transportation, labor, equipment maintenance, invoicing, and accounting.
When those processes are managed across disconnected systems, information can become difficult to track.
IntelliEvent Lightning brings these functions together in one cloud-based rental business management platform. From sales to inventory to logistics, teams can access the latest information from any device.
Real-Time Inventory Management
Inventory is the foundation of a rental business.
IntelliEvent gives teams visibility into equipment availability, bookings, shortages, transfers, and equipment status. Businesses can manage inventory across multiple warehouses and locations while using barcode, QR code, and RFID scanning to improve equipment tracking.
This helps your team answer important questions quickly:
- Is the equipment available?
- Where is it located?
- Is it already committed to another job?
- Is it currently out for maintenance?
- Does it need to be transferred?
- What equipment needs to be pulled for an upcoming event?
Equipment Maintenance & Repairs
Rental equipment needs to stay in working condition and ready for the next job.
IntelliEvent includes maintenance and repair tracking so teams can document service history, schedule maintenance, flag issues, and monitor equipment condition.
Keeping maintenance information connected to inventory gives operations teams a clearer picture of which equipment is available and ready to rent.
Labor Module & App
Equipment is only part of the equation. Your people are critical to getting an event delivered successfully.
IntelliEvent’s labor management tools allow teams to schedule labor and resources by name and skill set, manage labor assignments, send confirmations, and access labor reporting.
With labor information connected to your jobs, teams can improve visibility into staffing requirements and identify scheduling conflicts before they become a problem.
Logistics & Operations
Once equipment and labor are scheduled, everything needs to get where it needs to go.
IntelliEvent provides tools for truck routing and dispatching, shipping manifests, in/out logistics tracking, daybook management, barcode scanning, maintenance and repairs, and venue management.
That means your warehouse, logistics, and field teams can work from the same operational information.
Reporting That Helps You Understand Your Business
Good rental software shouldn’t just store your information. It should help you understand it.
IntelliEvent provides more than 250 reports covering areas such as sales, revenue, cash flow, inventory usage, job costing, profitability, labor, sub-rentals, commissions, accounts receivable, and accounts payable.
With better visibility into your numbers, management can identify trends, monitor performance, and make informed decisions about the business.
Built for Different Types of Rental & Event Businesses
Every rental business operates a little differently.
That’s why IntelliEvent supports a wide range of industries, including:
- AV & Production
- Equipment rental
- Party rental
- Tent & event rental
- Broadcast & media production
- Event venues
- Hotels
- Universities
The platform is designed to handle complex inventory, labor, logistics, and event requirements across different types of operations.
Cloud-Based Access From Anywhere
Your business doesn’t stop when someone leaves the office.
Warehouse teams, salespeople, managers, and event crews may all need access to current information from different locations.
IntelliEvent Lightning is cloud-based, giving teams access to the latest information from the warehouse, at an event, or on the road.
More Than Software
Choosing a rental management system isn’t just about checking boxes on a feature list.
Implementation, training, support, integrations, and the relationship with your software provider all matter.
IntelliEvent has been helping rental and event businesses since 1997 and provides ongoing training and support, including online training, Wise Ups, on-site training, and on-demand resources.
Ready to see IntelliEvent in action?
Schedule a demo of IntelliEvent Lightning and see how it can help streamline your rental operation.