How Events Companies are Taking Advantage of Asset Tracking

Events management can be a complex business that involves the procurement and use of many assets. Keeping track of these items is essential if events are to run smoothly and, increasingly, organisers are turning to RFID technology to provide the best asset tracking solutions. Here, we’ll look at the advantages event companies are gaining from RFID and asset tracking software.

An overview of RFID asset tracking

RFID is an inexpensive wireless technology that allows events companies to locate, identify and interact with large numbers of assets, providing accurate historical records of their use and maintenance. 

The technology works by attaching a small RFID tag to an asset. These tags come in a variety of forms, such as adhesive labels, and contain a microchip that stores a unique ID. This ID is linked to information about an individual asset on the company’s system and this is what enables it to be tracked and the data logged.

The tracking is carried out by the use of RFID readers. Readers can be installed in warehouses and venues where they record all the tags that pass in their vicinity, together with the location and time. For companies which stage events at third-party venues, handheld readers can be used. Data from the readers is sent via wi-fi to the company’s system where it can be accessed by managers.   

Most RFID tags are passive, this means they don’t require their own power source. Instead, they rely on the radio waves transmitted from the reader to activate them. As a result, an asset only needs to be tagged once for it to be continuously tracked over its lifetime.

Rich data

One of the key advantages of using RFID asset tracking is that it provides data which helps organisers better plan and evaluate events. Aside from indicating where assets are, it can also show which individuals have access to them, when they are due for return and if they need maintenance or compliance checks. RFID can also be used to add specific instructions to users about how items should be handled correctly.

With this information accessible on the asset tracking software, event managers can make much more informed decisions about the assets they intend to use.

At-event insights

Another advantage of RFID asset tracking is that the reports generated by the software can now be accessed on smartphone apps. This means organisers on-site can use their phones to discover the location of assets and retrieve all the information stored about them.

Reducing costs

Studies have shown that RFID asset tracking technology can help decrease costs by up to 30%. It does this through a number of ways. Firstly, when an asset is used it can be assigned to individual members of the team who are given the personal responsibility of safeguarding the asset during use and of returning it on time. This increased accountability has been a key factor in reducing the number of items that get damaged or go missing, saving companies the cost of repair or replacement.

In addition, the tagging of assets enables their maintenance records to be recorded and this ensures that they are serviced accurately and on time. As a result, fewer items break down and they last longer. It also makes it easier to comply with regulations, such as PAT testing and fire maintenance.

Greater efficiency

RFID Asset tracking also gives event managers ways to improve efficiency. The data collected by the RFID readers enables organisers to see how assets are used by employees in warehouses and venues, giving them better insights into the most efficient and cost-effective ways of operating. As a result, workflows can be optimised through a more effective allocation of resources.

Guaranteeing everything is in place

With so many assets needed for an event, it is important that every item required is there when the time comes to set up. With RFID asset tracking, organisers can log items in their inventory as they enter the warehouse and blocks can be put on them to prevent their removal. If an item is misplaced or overdue for return, they’ll know where it is and who is responsible for it.

As a result, event managers can ensure they have all the assets they need in time for the setup and thus avoid the potential for last minute disasters. It also means the process of putting the assets together for an event can be done more quickly, be managed more easily and be far less stressful.


Ensuring that an event goes perfectly to plan is a challenge, especially when there are numerous assets to coordinate and manage. With the use of RFID tags and readers, such as those available from Universal Smart Cards, organisers can guarantee that they have all the assets they need, that they know who is responsible for them and that they are in working order. On top of this, they’ll have the historical data that helps them plan more effectively and efficiently in the future.

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