Stadium equipment checkout software for radios, headsets and scanners on event day.
Stadium equipment checkout software records which steward or staff member has each radio, headset or scanner on event day. vFound Equipment checks devices out with a scan, shows what is still out after the event and records faults on return. It does not program radios. It costs US$58/month per site, billed yearly at US$696.
vFound Equipment is stadium equipment checkout software for the radio room and the staff desk: scan a radio, headset or ticket scanner to the steward or team member taking it, and see what is still out once the crowd has gone.
It records who has each device. It does not program radios, assign channels or track devices around the ground.
Reviewed
Fit and limits
- Who it is for
- Stadium and arena radio rooms and staff desks that check radios, headsets and scanners out each event day.
- 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 does not program radios, assign channels or locate devices in the ground.
- It is not full asset management: it does not track depreciation or software licences.
- 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.
- U.S. Bank Stadium asks each team member assigned a radio to check it in and out every event day and to report any technical or functional issue to their supervisor when it comes back. U.S. Bank Stadium
- The UK Sports Grounds Safety Authority says that at most grounds radio is the main means of communication between the control point, the stewards and the medical and first aid staff. Sports Grounds Safety Authority
See a checkout from label to return in one short film.
See everything in vFound EquipmentTwo hours before the gates open
Hundreds of stewards and staff collect a radio, a headset or a scanner in a short window. After the event the desk needs every one back, and to know which ones need repair.
Read more
- 1Out
One scan per device or kit
Scan the device's QR label or an existing asset tag and choose the person from your people list. A radio, its earpiece and a spare battery can go out together as one kit.
- 2Event
Due at the end of the event
Set the due time to the end of the event. The Out list shows each item with who has it and when it is due, and anything overdue is marked Overdue.
- 3After
Faults on return
Returns record the condition and a photo, and damaged items are set aside for repair.
Agency and casual staff
Agency stewards can be added to the people list in bulk from a CSV file, or the desk can type a name at checkout. Without an email, nobody is reminded. A borrower rule can stop a person taking a second radio while one is overdue.
What stays with your safety team
vFound records which person has which device. Communication plans, channels, training and the safety management of the event stay with your safety officer and control room. A checkout record is kept for 13 months after every item in it comes back or is marked lost, then deleted with its signature.
Check the fit for your ground
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Radios and kits checked out every event day | Yes | One scan per device or kit, with the due time set to the end of the event. |
| Bulk staff list for an event | Yes | Import the people list from a CSV file, refresh it from a CSV link every hour, or use SCIM or the API. |
| A record of faults reported on return | Yes | Condition and a photo on return, a maintenance log and service reminders per device. |
| Radio programming or channel plans | No | vFound records checkouts. It does not program radios or assign channels. |
| Locate devices in the ground | No | vFound uses printed QR labels and scans. It does not locate equipment. |
| Charge stewards for lost radios | No | vFound takes no payments, deposits or late fees. |
Try an event day in the trial
In the 14-day trial, import ten fictional stewards from a CSV file, save a radio kit, check five kits out with an end-of-event due time, return four and mark one damaged.
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 a stadium?+
US$58/month per site, billed yearly at US$696, after a 14-day free trial we set up with you. Devices, staff and team members are unlimited, so a large event costs the same as a quiet one.
Can stewards check radios out without a staff login?+
Yes. Stewards are people on your list and need no account. The radio desk scans the radio and chooses the steward, or types a name at checkout.
Does vFound program stadium radios or assign channels?+
No. vFound records which person has which radio and when it came back. Programming and channel plans stay with your radio supplier or control room.
How do we find radios that were not returned after an event?+
The Out list shows every device still out, with who has it, and anything past its due time is marked Overdue. Borrowers with an email get up to three overdue reminders a day apart.
Can a radio, earpiece and battery go out as one kit?+
Yes. Save them as a kit and hand the whole kit out in one scan. Each part keeps its own record, so a missing earpiece shows on return.
Does vFound track radios around the stadium?+
No. vFound uses printed QR labels and scans to record who has a device. It does not locate equipment in the ground.
Every radio back after the final whistle.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial