Rental software for AV shops

Every show, every case, every truck. Live.

Gear Conductor is the real-time logistics board for your AV shop. See every project, where it is and what state it is in: prepped, loaded, out or returned. One flat price. Everyone on your team included.

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$199 a month, flat. Up to 25 users. We move your inventory over for free.

Projects

Sample view

NAWP 27

Chicago · Convention center, Hall B

Out

Sales Kickoff 27

Orlando · Resort ballroom

Loaded

Founders Gala

Denver · Downtown hotel

Prepped

Regional Summit

Nashville · Convention center

Returned

It starts with the sale.

Every job begins as a quote. Once it is approved, the same numbers carry through the warehouse, the truck and the invoice.

Quote

Start with the quote. Each line shows availability, your cost and the projected profit as you add it.

Pull

The approved quote becomes a pull sheet. Kits stay together, and shortages show up before load day.

Load

Scan cases onto the truck with a phone. When everything is on board, the job goes green.

Invoice

Scan it back in, send the invoice, take payment and sync it to QuickBooks Online.

Pull sheets and function sheets, with your logo on them.

Every document comes from the same project, so the warehouse and the room tech are reading the same plan.

FERNHOLLOW AV

LIVE EVENT PRODUCTION

Pull Sheet

PROJECT

SKO 2027

CITY

Seattle, WA

VENUE

Waterfront hotel, Grand Ballroom

TRUCK LOADS

Tue, Jan 12, 2027, 6:00 AM

Qty	Item	Case
2	Laser projector, 12K	PJ-01, PJ-02
2	Fast-fold screen, 9 x 16 ft	SC-04, SC-05
1	Video switcher	VS-02
1	Digital audio console	AU-01
4	Line array speaker	SP-11 to SP-14
12	Wireless handheld mic	RF-03
6	Confidence monitor	MN-07, MN-08
24	LED uplight	LX-20 to LX-23

3 of 8 lines pulled

Page 1 of 2

FERNHOLLOW AV

LIVE EVENT PRODUCTION

Function Sheet

PROJECT

Annual Conference 2027

CITY

Boston, MA

ROOM

Breakout B, Level 2

DATE

Wed, Mar 10, 2027

SET

Theater for 120, center aisle

CREW

1 breakout tech

SCHEDULE

6:00 AM	Load-in and set
7:15 AM	Tech check with presenter
7:45 AM	Doors
8:00 AM	Session 1, to 9:15 AM
5:30 PM	Strike

EQUIPMENT IN ROOM

1 Laser projector, 7K

1 Screen, 7.5 x 13 ft

2 Wireless lavalier mics

1 Wireless handheld, Q&A

1 Lectern mic

1 Audio mixer

2 Speakers on stands

1 Laptop switcher

Notes: Presenter brings own laptop. HDMI at the lectern. Record audio only.

Sample documents. Fernhollow AV is a made-up company used for illustration.

Everything your shop needs. Nothing you'll need a consultant for.

The tools a growing AV shop uses every day, without the months of setup.

Show P&L, before and after

See the forecast profit while you quote, then compare it to what the show really made once it is invoiced.

Gear that earns

A plain report of what each item earned this year, so you know what to buy more of and what to sell.

Availability you can trust

Know what is in the shop, what is on a show and what is due back, so you stop double booking.

Scanning on any phone

No special hardware to buy. Your crew scans gear out and back in with the phone in their pocket.

A crew app with real notifications

Call times, call sheets and job details on the phone, with a notification when something changes.

Quotes that follow up

See which quotes are open, get a nudge to follow up, and track what you win and lose.

Everyone included

Sales, warehouse, crew and the owner all get a login. Up to 25 users are included, so adding a person does not change your bill.

Live dashboard

Know where everything is, right now.

No more walking the warehouse or calling the truck. One board shows every show, every case and every crew call, and it updates the second something is scanned.

Live as it is scanned. Every scan in the warehouse or on site updates the board for the whole team.

Shortages before load day. If a show is missing gear, you see it while there is still time to fix it.

Trucks out, gear due back. Know what left, what is on site and what should be home today.

One board for everyone. Sales, warehouse and crew look at the same picture, on a desk or a phone.

Quote requests, straight from your website.

Add a request box to your own site. A client drops in their dates and needs, and it lands in Gear Conductor ready to quote.

Drop your event details or RFP here

Sample of the request box on your site

One price. Everyone on your team.

Up to 25 users for one flat price, with no per-user fees and no modules to add up. Hire someone, give them a login, keep working.

$199

per month, flat

Up to 25 users included

Quotes with availability, cost and show P&L forecast

Pull sheets, scanning, invoices and payments

Live dashboard and crew app

QuickBooks Online sync

We move your inventory and contacts over for free

Run it beside your current system for 60 days

Start your free trial

Run it beside your current system for 60 days. If it isn't better, walk away with your data.

Questions shop owners ask.

How hard is it to switch?

Send us your inventory and contact lists in whatever form you have them. We load them for you, and you can run Gear Conductor beside your current system for 60 days before you commit.

How long does it take to learn?

It is built so a new crew member can pull and scan a show on day one. Onboarding and support are included.

Is the dashboard really live?

Yes. When someone scans a case in the warehouse or on site, the board updates for everyone within seconds. There is nothing to refresh.

Who can see my pricing?

Only you and the people you give access to. Your rates, costs and margins are never shared with other shops or with planners.

Do I need barcode scanners?

No. Any recent phone works as a scanner. Print labels on the printer you already own.

What happens to my data if I leave?

It is yours. Export your inventory, contacts and job history at any time, in a format you can open in a spreadsheet.

Who's behind this?

Gear Conductor was started by a founder with more than 30 years in conference AV production. It was designed by someone who has scoped the show, loaded the truck and stayed through load-out.

Run every show on cue.

Everything on board. On time. Try Gear Conductor with your own gear and your next real show.

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