Host equipment inventory
An inventory describes what the venue supplies; an event equipment check describes what a particular booking needs. Keep those jobs separate. Record the actual item, quantity, location, condition and the role responsible for updates. Use the current inventory when writing a listing or confirming a request, rather than assuming that an old photo describes what is available now.
How to use it
- List actual items and quantities without estimating missing inventory.
- Record location, condition and the update owner.
- Reconcile changes before confirming equipment for a booking.
Worksheet preview
| Actual item | Quantity and location | Provided status | Condition | Update owner |
|---|---|---|---|---|
| Furniture | ||||
| Presentation equipment | ||||
| Activity equipment | ||||
| Other confirmed item |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
Provided and stored are different states
An item may be stored in the room but excluded from a particular booking arrangement. Record its provided status and any confirmed conditions. Keep private operational instructions with the responsible host, and put only relevant guest-facing facts in the listing.
Turn a condition issue into a task
If a check identifies an item needing attention, record its current status and hand it to the maintenance task log. Do not silently count an unavailable item as supplied. Update the listing and booking confirmation where the change affects a guest decision.
Continue planning
- Venue listing photo coverage plan
Show the actual room, entrance and confirmed features a guest needs to assess.
- Host maintenance task log
Move an observed issue into an owned task and a return-to-use check.
- Check venue equipment on arrival
Check agreed equipment and record issues before the activity begins.