Custom app for equipment issue in event catering
Appfront builds apps for caterers who want to keep track of their equipment in the warehouse and on site. When loading, the event's packing list is on your phone, and everything going into the van is scanned or counted. On site, items are counted at set-up and break-down, breakage is reported straight away with a photo, and what comes back is matched against what went out. We describe the processing and invoicing in the office on the software page.
What is an equipment dispatch app for event catering?
A caterer takes a lot of equipment to each event: plates, glasses, cutlery, chafing dishes, tables, refrigeration. Everything is loaded in the warehouse, set up on site, loaded back in afterwards, and washed and stored in the warehouse. At every step something can go missing, break or be left behind, and at large events you are talking about thousands of items.
In practice the packing list is on paper, loading is counted by eye, and nothing is counted on site. Afterwards it turns out glasses are missing, but nobody knows whether they never went out, were broken on site or were left at the client's. Breakage is reported verbally and not charged on. And equipment that goes straight on to the next event drops out of sight.
We build custom solutions because caterers differ: how much equipment you have, how it is packed, whether you scan or count, who loads and who works on site, and which systems you use. The app runs on the phone of whoever is doing the work, even in a basement or on a field with no signal.
Loading with the packing list
The event's packing list on your phone, and everything going into the van scanned or counted.
Counting on site
Counting what is there at set-up and break-down, so any discrepancy is spotted where it arises.
Breakage with a photo
Breakage and loss reported straight away with a photo, so they can be charged on.
How we build your equipment dispatch app for event catering
We start with your warehouse and events: how much equipment, how it is packed, how loading and returns work now, and where things go missing. We join you for a loading session and a break-down. Counting on site has to be quick, so the app needs to work with crates and quantities, not with every glass individually.
Your equipment, packaging, loading, events and systems.
The packing list per event, and loading with scanning or counting.
Counting at set-up and break-down, and breakage with a photo.
Return with difference, integrations, and then maintenance.
What an equipment dispatch app for event catering actually does
The components below come up for almost every caterer. Which ones you need depends on your equipment.
Packing list
Per event on your phone.
Loading
Scanning or counting crates and items.
On site
Counting at set-up and break-down.
Breakage
Reported with a photo and quantity.
Carry-over
Equipment going on to the next event.
Returns
Back in the warehouse, with any discrepancy.
Who we build an equipment dispatch app for event catering for
The app is intended for anyone who loads, sets up and returns equipment.
Event caterers
Many events a week. Loading is the core.
Party venues
Own venue and external events. Carry-over matters most.
Party hire
Crockery and furniture at clients' sites. Returns are what counts.
On-site teams
Set-up and break-down. Counting is the core.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
This page covers the warehouse and the venue. For processing and settlement in the office, see our page on equipment issue software for event catering; for planning events, our page on event planning software; and for contract catering, our page on the settlement model in contract catering. You can read about our approach at building software.
Why choose Appfront for your event catering equipment hire app?
A discrepancy that only surfaces in the warehouse can no longer be explained. That is what we build on: loading against the packing list, counting on site, and reporting breakage immediately with a photo.
Less loss
Discrepancies spotted where they arise.
Breakage charged
With a photo, so no dispute.
Nothing overlooked
Checked before the van leaves.
Security and privacy for an event catering equipment hire app
The app holds data on events, clients and equipment. Access is set up by role, and staff only see the events they are scheduled for.
The app also works without signal, in a basement or in a field, and sends everything as soon as there is a connection. The data is stored in a European data centre, with encrypted storage and daily back-ups.
Frequently asked questions about an event catering equipment hire app
Questions caterers ask before getting started.
It shows the packing list per event, lets you load by scanning or counting, checks what is missing before departure, supports counting at setup and teardown, reports breakage with a photo, tracks equipment that moves on to the next event, and links the return to the hire-out.
The software is for the office: the packing list from the quote, owned and hired equipment, and the settlement of breakage and loss per event. This app is for the warehouse and the venue: loading, counting and reporting. The two work together.
No. Usually items are counted per crate or per type, and crates can be given a code. Expensive equipment such as fridges or furniture can be given a code per item. You decide how detailed counting should be.
At setup, the team counts what has arrived, and at teardown what goes back. A discrepancy against the packing list is noticed straight away, so the team can still search or check with the client, rather than discovering it days later in the warehouse.
Breakage is reported in the app with quantity and photo, and it passes into the software against the event. Whether and how it is charged to the client follows your terms and agreements.
Yes. In a basement, a marquee or a field there is often no signal. The app keeps working and sends everything as soon as the connection is back.
Check that first. Some packages include a packing list and return registration, and that may be enough. Custom development makes sense if you want to count on site, report breakage with a photo, or if equipment moves between events.
Do you know where your glasses go?
Tell us how much equipment you have, how loading and returns work today, and where it goes missing. We will show you what the app looks like.