Event equipment checkout software for the radios and kit your crew collect each shift.
Event equipment checkout software records which volunteer or crew member has each radio, hi-vis or tablet on a shift. vFound Equipment checks kits out with a scan, reminds people by email and shows what is still out at close. It is not hire software. It costs US$58/month per site, billed yearly at US$696.
vFound Equipment is event equipment checkout software for the crew desk at a festival, convention or event: hand each volunteer or crew member a radio, hi-vis or tablet with a scan, and see who still has what when the shift ends.
It is for the kit your team hands out and gets back. It is not hire stock management for equipment you rent to clients, and it takes no payments.
Reviewed
Fit and limits
- Who it is for
- Festival, convention and event crew desks that hand radios, hi-vis and tablets to volunteers and crew each shift.
- Price
- US$58/month per site, billed yearly at US$696. 14-day free trial we set up with you, then yearly by invoice.
- What it replaces
- A sign-out sheet or a spreadsheet, with QR labels, due times, reminders and a recorded return.
- What it does not do
- It is not hire stock management for equipment rented to clients.
- It takes no payments, deposits or late fees.
- Only with vFound Enterprise
- More than one site, single sign-on, two-step sign-in and deployment in your own country are only available with vFound Enterprise, which is scoped and priced for your organisation. What Enterprise includes
Key facts
| Price for one site | US$58/month per site, billed yearly at US$696. Prices in EUR, GBP, CAD and AUD |
|---|---|
| What is included |
|
| Limits | No limit on records, team members or storage. Other limits: 50,000 people on the people list, shared by Parcels, Equipment and Visitors, 5,000 rows per equipment import, 10 API keys and 25 webhook addresses. |
| Languages | Borrowers see pages and emails in 13 languages: English, Spanish, French, German, Dutch, Italian, Portuguese, Polish, Swedish, Turkish, Japanese, Simplified Chinese and Arabic. The staff workspace is in English, Spanish, French, German, Dutch, Italian and Arabic. |
| Where data is held | Hosted by OVHcloud in Singapore, with an encrypted copy of backups in Canada. When AI assistance is on, vFound AI reads the photo or text in Australia. Deployment in your own country comes with vFound Enterprise. |
| How to start | 14-day free trial we set up with you, then yearly by invoice. Request a trial |
Facts from the field
Figures and rules published by operators, regulators and industry bodies, each linked to its source.
- SNAFU Con's radio policy says radios are checked in at the end of each shift unless a department head says otherwise, nobody may check out a radio for another person, and a lost or broken radio is charged at replacement cost. SNAFU Con
- BunkFest gives each volunteer steward a hi-vis jacket and wristband when they sign in, may issue a radio, and asks for the hi-vis back at the end of the shift. BunkFest
See a checkout from label to return in one short film.
See everything in vFound EquipmentThe start of a volunteer shift
Volunteers arrive in waves, some for the first time. Each needs the right kit, and each piece should come back to the desk at the end of their shift.
Read more
- 1Arrive
Find the person or type a name
Choose the volunteer from your people list, imported from a CSV file, or type their name at the desk with an optional email for the receipt and reminders.
- 2Kit
Radio, earpiece and hi-vis together
Save a kit and hand the whole set out in one scan, with the due time at the end of the shift.
- 3Close
What is still out
The Out list shows each item with who has it and when it is due, and anything overdue is marked Overdue.
Kit that goes home by mistake
Borrowers with an email get a reminder before anything checked out for six hours or more is due, then up to three overdue reminders a day apart. Staff can also send a reminder by hand. A volunteer checked out by typed name with no email is not reminded, so collect an email at sign-up.
Inductions stay with your event plan
vFound records who has each piece of kit. It does not run inductions or check a volunteer's training. For crew and contractor sign-in, vFound Visitors keeps a record of who is on site and the terms they agreed to.
Check the fit for your event
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Volunteers without staff logins | Yes | People on your list need no account, and the desk can type a name at checkout. |
| Kits checked out per shift | Yes | One scan for a saved kit, with a due time and a signature if your site requires one. |
| Self-checkout at a busy crew desk | Optional | An optional paired kiosk lets a person on your people list check items out with an exact email or ID, a scan of each item label and a signature, in the browser on any tablet. The kiosk never lists people. |
| Hire stock for clients | No | vFound is for kit your team hands out and gets back. It has no quotes, invoices or rental pricing. |
| Charge for missing radios | No | vFound takes no payments, deposits or late fees. |
| A temporary site for one event | Partly | A site is billed yearly. A team that runs several events a year keeps one site and its people list. |
Try a shift in the trial
In the 14-day trial, import ten fictional volunteers, save a radio kit, check three kits out for a four-hour shift and let one go overdue to see the reminder and the Out list.
How vFound Equipment works
From reservation to return in three clear steps.
- 1
Build the equipment record.
Import a CSV or add photos, serial numbers, values, warranties and custom fields. Print a QR label for every item.
- 2
Reserve or hand out a whole kit.
Book a specific item or category. At pickup, scan one item or a complete kit and record the borrower and signature.
- 3
Keep returns, service and stock in sight.
Automatic reminders chase due items. Scan returns, log maintenance and run a stock-take to see what is missing.
A complete equipment desk, without per-user pricing.
- Reservations and approvalsBook an item or category, approve requests and pick up from the reservation.
- Kits and multi-item checkoutHand out a laptop, charger and bag together, with one checkout record.
- Borrower rulesSet item limits, stop new checkouts for overdue borrowers, and snap due times to opening hours.
- Self-checkout kioskBorrowers scan an exact email or ID, equipment labels and their signature.
- Assets and maintenanceTrack serials, values, warranties, custom fields and service reminders.
- Stock-takes and importsImport Snipe-IT, Sortly or Cheqroom files, then scan to find gaps.
See everything in vFound Equipment
Reserve equipment, hand out complete kits, track every asset and let borrowers self-check out, with reminders built in.
Its own page has the film, the use cases, each screen and the answers to common questions.
See everything in vFound EquipmentOne workspace for everything your desk looks after.
Frequently asked questions
How much does vFound Equipment cost for an event team?+
US$58/month per site, billed yearly at US$696, after a 14-day free trial we set up with you. Kit, volunteers and team members are unlimited, and a team that runs several events a year keeps one site.
Can festival volunteers check out radios without an account?+
Yes. Volunteers are people on your list, imported from a CSV file, or the desk types a name at checkout. They need no account, and receipts and reminders come by email.
Is vFound rental software for event equipment hire?+
No. vFound Equipment is for kit your own team hands out and gets back. It has no quotes, invoices, rental pricing or delivery scheduling.
Can a volunteer's radio and hi-vis go out in one scan?+
Yes. Save the radio, earpiece and hi-vis as a kit and hand the whole set out in one scan, with the due time at the end of the shift.
Does vFound remind volunteers to return event kit?+
Yes, by email when the person has one: a reminder before anything checked out for six hours or more is due, then up to three overdue reminders a day apart.
Does vFound run volunteer inductions?+
No. vFound Equipment records who has each piece of kit. Inductions and training records stay in your event plan.
Every radio back at the end of the shift.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial