When events run smoothly, attendees rarely consider the logistical operation required to make it a success. Depending on the event, they likely see the stage, the lighting, the screens and catering. They seldom pay attention to the pallets, flight cases of equipment and tools that arrived days or weeks earlier. However, this movement of goods and the tracking of these assets plays a vital role in the success of the event.
Additionally, often large events function like supply chains. Assets and equipment travel from warehouses to trucks, from trucks to venues, and between various areas during event set up.
With that in mind, Joanna Latkowska, CEE Sales Manager BIXOLON Europe explains that asset visibility forms a crucial component of event supply chain and logistics management and explores how labels improve traceability and efficiency.
Asset protection and theft
If we take the view that event organisation functions like a supply chain, then it is worth considering the similar typical problems around asset theft and loss that supply chain managers face across their warehouses and distribution centres. Recently TAPA EMEA (The Transported Asset Protection Association) recorded over 137,000 cargo crime incidents across more than 110 countries in EMEA, including 5,865 in the United Kingdom.
Alongside this, the events sector consists of an array of sub-contractors and tradespeople. Many use their own equipment and tools which are stored and transported between vans, distribution centres and event locations. Research by MoneySuperMarket found that in 2024, there were 9,559 thefts of tools from vans, up from 5,598 in 2021. This research recommends asset labelling and tracking technology to help deter theft and improve recovery, highlighting the value of digital asset identification.
Enabling traceability
Clearly, more effective traceability of goods and equipment passing through events is key. Take a rigging and lighting subcontractor as an example. They often provide equipment for an event, from lighting and staging to generators and structural equipment. How can this be managed efficiently and reduce theft?
In some cases, paper-based systems are used. However, this kind of approach is dated and prone to error. Humans make mistakes and these can lead to accidental equipment loss, or worse, deliberate theft along the way. Therefore, developing a digitised inventory management system that makes use of barcode scanning and labelling technology provides a more effective solution. This kind of asset tracking enables event organisers to improve asset identification, traceability and inventory visibility, while supporting future event planning and forecasting.
At the heart of it, label printers are the enablers of traceability. They must print labels clearly with barcodes for application to assets. Naturally, the label substrate, adhesives and inks used need to withstand the demands of transporting equipment across different environments. In the case of labels getting accidentally damaged, mobile printers enable them to be replaced on site.
Conclusion
Ultimately, asset tracking in the events sector is about clarity and accountability. It is about knowing what is on site, knowing where assets are located, and knowing the state of their condition. Durable labels and reliable printing support asset traceability at every stage, from warehouse preparation to final pack-down.
In an industry where timelines are fixed and expectations are high, small operational improvements can make a significant difference. Effective asset labelling is one of them.
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