Use case
Events, tours and trade shows
Are you in charge of production gear, the stage or a trade show booth? Use the template to set up the load list, assign everything to cases and print labels. At load-in and especially at load-out, photograph every case with the Scan2List app and see what’s missing.
Where are you starting from?
Depending on what you already have, you may not need the template at all, or only for part of it.
Path A
My list is complete
Your load list is complete, so you load it straight into the app.
Path B
My list needs more entries
More gear or cases are coming along for the next event.
Path D
No list yet
If your gear has asset labels, just photograph them. Otherwise use the template below.
Your load list
Download the template or use an existing list from Excel. For each item, enter the case it belongs in.
| Code | Name | Quantity | Case | Department | Value | Notes |
|---|---|---|---|---|---|---|
| LGT-0001 | LED bar 1 m | 6 | L1 | Lighting | 450 | |
| LGT-0002 | DMX cable 10 m | 10 | L1 | Lighting | 20 | |
| SND-0001 | Mixing desk | 1 | S1 | Sound | 4500 | |
| Customer roll-up banner | 2 | Truck | Booth | 120 |
Fill in the template in Excel, Numbers or Google Sheets. Then use the generator to create codes and labels and to save the list for the app.
How it works
After an event everything has to happen fast: the venue is being cleared, the truck is waiting, everyone is tired. That is exactly when a wireless mic stays in the desk or a cable stays under the stage. With Scan2List you decide beforehand what goes into which case. At load-out you photograph every case once and see right away what’s still missing, before the truck leaves.
on the computer
1. Set up the list
Use the template or load an existing list into the generator. Enter everything that travels with you: lighting, sound, video, power, rigging or the parts for the trade show booth. In the “Department” column you assign each item to a department, in the “Case” column to the case it travels in, for example L1 for the first lighting case. Identical items like LED bars or cables you enter once with the quantity. Large items that stand loose in the truck get their own area, such as “Truck”.
on the computer
2. Print labels
Your own or rented gear often already has asset numbers with a barcode. Simply photograph those. For everything else, click “Create codes” in the generator and choose a prefix, for example LGT- for lighting. Also print large labels for the cases. On the outside of the case they help with loading, and in the photo they show which case you are checking.
on the computer on the iPhone
3. Get the list onto your iPhone
Save the list in the generator with “Save CSV”, or save the filled-in template as a CSV file. Send the file to your iPhone, via AirDrop, by emailing it to yourself or via iCloud Drive. In Scan2List, tap “Inventory” at the bottom, then “Start inventory” and “Load a list”. An area is created automatically for every case. The list is now ready for load-in and load-out.
on the iPhone
4. Photograph every case at load-out
Under “Scanning into”, choose the case in front of you, open it and photograph it from above. The app reads all labels at once and counts identical items. If something is not in the case, for example a cable that is still being coiled, add it with the live scan. That way a case only takes a few seconds.
on the iPhone
5. See what’s missing
In the “Inventory” tab you see what’s missing and which case it belongs in, for example “DMX cable 10 m, belongs in L1”. Under “Different quantity” is where the count is wrong, for example when only five of six LED bars are in the case. So you can search on purpose while everyone is still in the venue. For the next event, tap “New check”, and the list stays.
What you get
You notice in the venue if something is missing, not at the next load-in or when the rental company sends an invoice. Every case is checked in seconds, even when it’s full, and you don’t need a tally sheet. For a tour you set up the list once and check again after every stop. Template, generator and app are free and work in the venue without internet.
Questions
Do I need to relabel rented gear?
No. Barcodes that are already on it, you simply photograph.
Does this work for a trade show booth too?
Yes. Instead of lighting and sound you enter the counter, back wall, brochure stand and decoration and assign them to boxes. The steps are the same.
Do I need internet in the venue?
No. The app reads the barcodes directly on the iPhone.
Does it cost anything?
The template and the generator are free. The app is free too and shows ads. Scan2List Pro removes the ads.
Note: the result is only as accurate as your list, your labels and your photos. We give no guarantee. Scan2List does not replace a check you have agreed on, for example with a rental company or an insurer, and it is not legal or tax advice. More in our legal notice (in German).