For event organisers who carry the whole warehouse in their head. Whether you're running a production company or building a camp on the playa, Gear Grotto makes sure nothing gets left behind. Hand load and unload to anyone. Packing lists and tutorials do the supervising.
Gear Grotto was born from years of building camps at burns around the world. The chaos of strike, the panic of missing structures or parts of structures, the WhatsApp chains asking “who has the generator?” I built the tool I wished I had: one place to know what you own, where it lives, and exactly what each job needs. Whether you're running professional events or hauling a theme camp to the playa, this is for people who are tired of carrying it all in their head.
Packing certainty, helper-ready tutorials, rentals that earn, and AI that keeps inventory current
Build a list for the job, then scan each item onto it as you load. Unticked gear is still on the shelf, so nothing slips through because someone “thought they grabbed it.”
Attach step-by-step guides, manuals, and notes to kits and structures. New hands build what you need without hovering, because every detail lives in the app.
Anyone with access sees where gear lives, how it should travel, and what still needs packing. You stop micromanaging load and unload because the process is in the list.
Mark items OK, damaged, broken, or missing. Spot short quantities before the next job, not when you’re already at the venue.
Turn idle gear into rentals with automated pricing. Track what’s out, what’s due back, and what each hire earns without a second spreadsheet.
Take an items and with a photo of it an AI can suggest name, tags, condition, and an estimated value so you can price rentals faster. You review every field before it saves.
Units → bays → shelves or floor zones. Helpers find the right bay without asking where “the tall crates” usually sit.
Label containers and items. Scan to find, pack, or return gear in seconds, in the warehouse or on site.
Inventory lives on the device first. Pack and scan with no signal; sync when you. Built for the playa, warehouses, and everywhere in between.
Par levels and expiry warnings so consumables don’t surprise you mid-season.
From “what does this job need?” to “everything is on the truck (or the art car)”
Pull the kit for the event: décor, AV, furniture, consumables. Filter by category or tag so the list matches the job, not your entire warehouse.
Helpers scan each item or container onto the packing list. What’s scanned is packed; what’s left shows clearly so nothing gets forgotten on the shelf.
On site, open the tutorial attached to the structure or kit. Step-by-step guides and manuals mean the crew can assemble without calling you for every bolt.
Scan back in after the event. Spot damage, missing pieces, or short counts before the next booking, not three jobs later.
Paid plans include rental handling with automated pricing, so idle kit can bring income without another messy process. AI photo enrichment helps you catalogue faster and guess a fair rental value from a photo, then you confirm the price before anything goes out.
Certainty for load and unload:
Offload supervision without losing quality:
Turn inventory into income:
Built for warehouses and venues:
Storage, scan, packing lists, and inventory that helpers can actually use
Gear Grotto started as a survival tool for Burning Man camps and grew into something bigger. If you've ever done the post-event inventory dance, counting tarps in a dusty parking lot, wondering if the hex bolts made it back, this is for you. From the playa to professional productions, same tool, same certainty.
Download Gear Grotto for packing lists, tutorials, rentals, and AI that keep every event moving without you watching every hand.