Large conventions and industry events often involve complex logistics—including the rental and management of thousands of pieces of equipment. From booth displays and AV gear to tables, lighting, and staging, every item must be reserved, delivered, tracked, and returned with precision. Managing high-volume equipment rentals requires a solution that handles the details in real time without dropping the ball.
That’s where Claris FileMaker comes in. FileMaker’s flexible, low-code platform empowers businesses to create customized rental management solutions that simplify scheduling, automate check-in/check-out processes, and ensure accurate invoicing—all within a single interface. With FileMaker, teams can efficiently manage rentals from reservation to return, even across large and fast-paced environments like conventions and trade shows.
Challenges of High-Volume Rental Management
When handling equipment at scale, traditional spreadsheets or generic rental systems often fall short. Companies face a range of challenges, including:
Overlapping Reservations – Without real-time scheduling, equipment can be double-booked or forgotten.
Lost or Damaged Gear – Tracking asset status and condition is difficult without a consistent logging system.
Manual Invoicing Errors – Billing based on usage can be time-consuming and error-prone.
Scattered Communication – Without centralized data, sales, logistics, and accounting teams can lose sight of project details.
These issues become amplified when managing hundreds—or thousands—of concurrent rentals at large-scale conventions.
How FileMaker Streamlines Equipment Rentals
Claris FileMaker provides a centralized platform to manage every part of the rental process, customized to fit your workflows. With FileMaker, you can:
Automate Reservations and Scheduling
Use calendar views and dashboards to manage real-time availability. Prevent double bookings with intelligent scheduling rules.Track Inventory in Real Time
Monitor where each item is, its status, and its condition. Log check-outs and returns using mobile devices or barcode scanners.Generate Invoices Automatically
FileMaker can calculate rental duration, late fees, and damage charges, generating accurate invoices and syncing with your accounting system.Integrate with 3PL and Logistics Partners
For conventions with offsite storage or outsourced logistics, FileMaker integrates with third-party logistics (3PL) systems to track deliveries, pickups, and shipping manifests.Support On-Site Staff with iPads
Field teams can use FileMaker on iPads to manage inventory on the convention floor, capture signatures, and even attach photos of setup or damage.
Custom Solutions for Convention Workflows
What makes FileMaker especially powerful for this use case is its adaptability. Need to create client-specific rate tiers, automate follow-up emails, or tag assets by convention type? You can build it. Want to generate reports on equipment utilization or rental trends? Done. FileMaker molds to your operational needs—not the other way around.
High-volume equipment rental operations demand organization, flexibility, and speed—especially at large events like conventions. With Claris FileMaker, you can simplify rental scheduling, inventory tracking, and billing while integrating with logistics partners and on-site teams. Interested to learn more about how Claris FileMaker can solve for high-volume rental management? Reach out to Kyo Logic here.