Event equipment rental management software
Contact Location tracks your event equipment from reservation to return, and invoices for any breakages noted on the return delivery note. Publisher based in Meyreuil since 1987.
In brief
Event rental management software: the lifecycle of a service
Between the client's request and the return of the equipment, event hire goes through several stages, and most have their own document. The table follows them in order: what happens, then what Contact Location produces.
| The moment | What is happening | What Product Contact produces |
|---|---|---|
| The request | You check that the equipment is available on the date, taking into account the quotes already sent. | Le estimate |
| The confirmation | The booking sets the rental dates and, if necessary, the downtime dates. | Le rental voucher |
| The preparation | The team gathers the items and kits, and enters the number of packages or pieces. | La lesson plan, created automatically |
| The departure | The equipment is checked off before leaving. | Le exit permit |
| Delivery | The equipment arrives at the event venue, all at once or in several batches. | La delivery, total or partial, and its remainders |
| The return | The equipment is checked off. Breakages, losses and retained equipment are noted. | Le returns note the missing amount is invoiced and removed from stock |
| After the event | The service is billed by the day, by the month or at a fixed rate. | La invoice, then the transfer to accounting |
The Contact modules share the same data: information entered once is used throughout the entire chain, and the quote goes all the way to the invoice without re-entering.
Book
The availability of the equipment on the dates of your events
Before confirming a June wedding, you need to know how many tables, chairs and speakers are still available on that day. The Contact schedule features the parts available on each date.
On the requested date
Free parts that day, by family or by item, quote included or excluded.
Over the whole season
Over a month, six months or a year, to be prepared for fully booked weekends.
immobilisation
The rental dates, the immobilization dates, and the periods of unavailability.
Real-time
What is currently rented, the check-in and check-out dates, and the rental history.
Sound system
PA system rental software: plug-and-play sound systems
For a concert or a wedding, the mixing desk goes out with its speakers, stands and cables.
In Contacts, you create simple items or EN designation, also known as kits. The kit is managed like a normal item, with its components, and you can hide the components in the body of the document.
Both at departure and upon return, the equipment is clocked in a missing microphone is noticed during unloading. The software also manages maintenance alerts.
Reception and crockery
Crockery and event equipment rental software
The crockery leaves by the hundred items and comes back in crates, with its share of breakages.
Contact handles the entry of number of packages or pieces, and one visual alert report out-of-stock items.
Upon return, the equipment is checked. Anything broken, lost or kept by the customer is specified on the return note: Contact the invoice and the fate of the stock.
At the end of the season, the inventory is carried out using the software and printed out.
The eve of departure
Event equipment management: prepare and load
An event can be ruined the day before, back at the warehouse, when an extension lead is missing or a kit goes out incomplete. Contact organises the preparation process starting from the order.
The lesson plan
It is created automatically from the order. The order then moves to delivery, in whole or in part.
The weight of the order
Every item has its weight, gross and net, with the tare calculation, and the total weight of the order is calculated automatically. Useful when a marquee and its ballast weights go in the same lorry.
The exit pass
The exit slip is issued at the start, and the release dates appear on the schedule.
D-Day
Event equipment rental: deliver to the event venue
For a wedding or an exhibition, the equipment is delivered to the venue of the event: an estate, a village hall, an exhibition centre. Every order carries its delivery location and address.
The tables can arrive on Friday and the sound system on Saturday. Contact is dealing with it partial transfer of a delivery order, and the delivery backorders.
On the team side, the staff schedule shows the deliveries to be made and the tasks assigned to each person.
After the event
Invoicing an event management service, by the day or at a fixed rate
For a weekend or single-day rental, Contact handles it several rates, daily, monthly or fixed-price, and calculate the billed duration.
The quotation goes right through to the invoice without re-entry. Broken, lost or unreturned equipment noted on the return note is also invoiced. For a customer with a succession of jobs, Contact manages the consolidated invoice.
The invoices and payments are then transferred to your accounts, or sent to your accountant as ledger entries. At the end of the season, the statistics provide the turnover achieved, the gross margin and the forecast.
Electronic business-to-business invoicing has been rolling out since 1er September 2026. The timetable and obligations are detailed on the page I am switching to electronic invoicing impots.gouv.fr.
Occupations
Event rental software: configured stock pools
Contact Location, your event hire management software, can be configured according to what you hire out. ComputerLine supports you during the configuration process and handles the migration of your existing data.
Sound and light
Bill of materials kits, managed with their components, and maintenance alerts.
The marquees and the tents
Rental and immobilization dates, and the weight of each item with its tare.
The crockery and the tables
Quantities entered in packs or items, and breakages charged on return.
The stalls
The availability of the items on the requested date, as with the rest of the fleet.
Do you also hire out things other than event equipment? The page equipment rental software Introduce Contact Location for the other parks, and the construction equipment rental software deal with the machinery and tools. The module details are on the page Contact Location, and the Contact brochure for events downloads as a PDF.
ComputerLine has been publishing Contact in Meyreuil since 1987. The software is used via a remote Windows desktop, in the Cloud, with telephone and remote maintenance support.
Frequently asked questions about event equipment hire
You will find further answers in our management software frequently asked questions.
Which software for managing event equipment rental?
Software that tracks the entire service, from availability on the date to breakage billed upon return. Since 1987, ComputerLine has been publishing the Contact management software: its module Contact Location manages the service schedule and documents, from the quote to the return note, and then the invoice.
How to avoid double bookings on a busy weekend?
By keeping all reservations in a schedule that counts available rooms on each date. Contact displays this number, including or excluding quotes, over a month, six months or a year. You know what is left available on Saturday before saying yes to a new client.
How do I charge for broken or unreturned crockery?
By noting it on the return note, at the time of scanning. Whether a part is broken, lost or kept by the customer, you specify it on this note, and contact the invoice and remove from stock. The same check takes place at the start: what returns is compared with what left.
Can a complete PA system be hired as a single item?
Yes, with the items in the bill of materials, which are also called kits. The console, speakers, stands and cables form a single item, managed like the others with its components. You can hide the components in the body of the document, or let them appear.
How to manage the anchoring of a marquee?
By defining its downtime dates in addition to its hire dates, Contact also manages the periods of equipment unavailability. The schedule displays the items available on each date, over a month, six months or a year, and the weight of each item is known along with its tare.
How to invoice a daily or fixed-price rental?
With Contact's multi-tariff management, by the day, by the month or fixed-price, and the calculation of the billed duration. Any missing equipment upon return is also charged for. The invoices and payments are then sent to your accounts department, or to your accountant in the form of journal entries.
Can we bring over our catalogue and existing customers?
Yes, ComputerLine provides migration of your existing data with the setup, and assists you during the configuration of the software. Afterwards, support is provided by telephone and remote maintenance, and Cloud hosting includes automatic backups.
Let's talk about your next season
Tell us what you rent and how you work today, and request a demo of Contact Location.