AV equipment scheduling without double bookings.
Book cameras, kits, crew, trucks and rooms for every job on one reservation, see what is free before you commit, and scan every item out to the show and back.
North Stadium
Saturday match
08:00AM - 09:00PM#4365
Midweek cup
06:00PM - 11:00PM#4371
OB Unit 3
Saturday match
07:00AM - 11:00PM#4365
Concert tour leg
10:00AM - 01:00AM#4380
Studio 4
Morning show
05:00AM - 10:00AM#4352
Studio 4 taping
09:00AM - 06:00PM#4368
Convention Center
New event
10:30PM - 02:00PM
Scheduling that knows the equipment.
AV equipment scheduling breaks down when the calendar does not know which units exist, where they are or whether they came back from the last job.
Beam schedules against the same record that tracks the equipment, so availability is real, conflicts surface while you plan, and every item is accounted for on the way back.
Book everything together
Assets, kits and bundles, people, vehicles and locations on one reservation.
Real availability
Free units for your dates before you commit, across every other booking.
Conflicts caught early
Double bookings and items still out on another job, flagged before the truck leaves.
Scanned out and back
Check out and check in by scan, with past due items flagged.
Every booking on a timeline or calendar
See reservations on a timeline grouped by location, person, company or tag, or on an event calendar, and save the view each team plans from.
- Timeline and event calendar views
- Group by location, people, company or tag
- Saved views for each team
- Filter resources by company category
MCMaya Chen
Saturday match
07:00AM - 11:00PM#4365
Concert tour leg
10:00AM#4380
JRJon Reyes
Saturday match
07:00AM - 11:00PM#4365
Cup
06:00PM#4371
PNPriya Nair
Morning show
05:00AM#4352
Studio 4 taping
09:00AM - 06:00PM#4368
SOSam Ortiz
Concert tour leg
10:00AM - 01:00AM#4380
Only show booked resources
Client8
Service Provider2
System Integrator1
Vendor3
Plan by product, choose the units later
Ask for what the job needs, like four cameras and a camera chain bundle. Beam shows how many units are free for those dates and when the rest come back, so you can commit now.
- Plan products, bundles and quantities
- Availability by unit for the dates
- Custom groups on each reservation
- Clone a reservation for the next show
#4365Saturday match: North StadiumOpenOct 10 → Oct 11North Stadium
Add Resources
Find resources to add
Sony HDC-3500 System CameraCAMERA5/7
Units 4 · Model #: HDC-3500 · Manufacturer: Sony
Canon CJ25ex7.6B lensLENS4/6
Units 4 · Model #: CJ25ex7.6B · Manufacturer: Canon
Camera chain bundleBUNDLE1/10
CCU, fiber cable, viewfinder · 4 tags
Intercom beltpackAUDIO14/20
Units 6 · Model #: FreeSpeak II · Manufacturer: Clear-Com
Availability5/7All Assets Page
WedThuFriSatSun
#CAM-01
#CAM-02
#CAM-03
#CAM-04
#CAM-05
#CAM-06
#CAM-07
Double bookings stopped at the scan
As you fulfill the plan, Beam checks every unit. If one is booked or still out on another job, it shows where, and lets you move it across or scan another.
- Double booking alerts
- Items still checked out on another job
- Move a unit or scan another, in one step
- Progress by planned, fulfilled and remaining
#4365Saturday match: North StadiumIn PrepOct 10 → Oct 11North Stadium
Scan or Search to Fulfill
ScanSearch to Fulfill
Sony HDC-3500 System CameraCAMERA
Units 4 · Model #: HDC-3500
Asset Unavailable
This asset has been fulfilled at another reservation:
#4368Reservation Details
Studio 4 tapingOut to the show and back again
Check equipment out against the reservation and back in when the job is done, scanning on a phone or at the desk. Past due items are flagged and damage is reported on the spot.
- Check-out and check-in by scan
- Beam Lens mobile scanning
- Past due alerts
- Electronic signature on hand-off
#4365Saturday match: North StadiumCheck InOct 10 → Oct 11North Stadium
Scan or Search to Check-In
ScanSearch to Check-InCheck In
Barcode matched
Intercom beltpack 3Barcode #BP-03
Reservation#4365
LocationOB Unit 3
Check StatusChecked out
Scheduling for every kind of show.
From a studio day to a season of events, on the same schedule.
- Service providersOB and remote production, rental, production facilities and flypack providers.
- EnterpriseBroadcasters, studios, station groups, streamers and sports organizations.
- VenuesStadiums, arenas, convention centers and houses of worship.
- Pro AVWorkplaces, hotels, event spaces and transport hubs.
What is AV equipment scheduling software?
Software that books equipment, kits, people, vehicles and rooms for each job, shows what is available, prevents double bookings and tracks every item out and back. In Beam it runs on the same record that tracks the equipment itself.
How does Beam prevent double bookings?
Availability is checked unit by unit across every reservation. When a unit is booked elsewhere or still checked out on another job, Beam flags it while you plan and again when you scan, and lets you move it or pick another.
Can we book crew and freelancers with the equipment?
Yes. Your team and freelance contacts are added to the same reservation, with their availability shown, and Resource Management puts everyone's week on one schedule grouped by person.
Does it handle kits, cables and consumables?
Yes. Bundles book a whole kit in one step with availability checked per product, and bulk items such as cables and batteries are booked by quantity with Consumable & Parts Management.
How are items checked out and back in?
By scanning barcodes or QR codes against the reservation, on a phone with Beam Lens or at a desk. Past due items are flagged, and an electronic signature can be captured at hand-off.
Can we schedule rooms and spaces too?
Yes. Locations are booked on the same reservation as the equipment and the people, so a room, a stage or a truck bay is part of the plan.
See your next show booked in Beam.
Send us an equipment list and a typical job, and we will set them up in a live demo.