---
title: "Hand out radios and kit to your event crew | Ticket Fairy Guides"
description: "Keep a list of the radios, hi-vis vests, tablets, torches, keys and buggies for your event, hand them out at the kit desk with a scan or a search, and take them back with their condition. See who has what at any moment, keep a radio plan of channels and call signs, and let Fai chase anyone who has not returned their kit after the event."
canonical: "https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew"
---

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3. Hand out radios and kit to your event crew

Accreditation

# Hand out radios and kit to your event crew

Production and site managers hand out hundreds of radios, vests and keys at a festival and spend the week after chasing the ones that did not come back. At the kit desk, you note who took what in one tap, and the radio plan gives every team the channel and call sign they answer on.

Fai, your AI teammate, can check sales, update your event or change a ticket when you ask.

Takes:  10 minutes

- [Open Kit and equipment](#step-1)
- [Add your kit](#step-2)
- [Hand kit out](#step-3)
- [Take kit back](#step-4)
- [See who has what](#step-5)
- [Set up your radio plan](#step-6)
- [Chase kit that has not come back](#step-7)

## Before you start

- You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page.
- Your crew and volunteers are in the event's Crew and Volunteers sections, so you can hand kit to them by name.

1. ## Open Kit and equipment

   Open the event, select **Operations**, then select **Kit and equipment** in the list of sections.

   **Note:** If Kit and equipment is not in the list, select **More sections** and open it there. It opens on the **Kit desk**.

   ![Kit desk with a scan or search field, two tagged radios, one out and one ready, and a batch of hi-vis vests with how many are left](https://www.ticketfairy.com/embeds/posters/marketing-event-kit--kit-desk.png)    
   *The kit desk.*
2. ## Add your kit

   Select **Add kit**, choose what you are adding under **What are you adding?**, enter the details, then select the add button.

   - **One thing**: A single item with its own tag, such as a golf buggy or a set of keys.
   - **A numbered set**: Several of the same thing, each with its own tag, such as radios R-01 to R-40.
   - **A batch of the same**: Things you count rather than tag, such as 200 hi-vis vests.
   **Note:** Under **More details**, record **Who owns it?**, the supplier you hired it from, a serial number and the department that usually uses it.

   ![The Add kit dialog with the choice of one thing, a numbered set or a batch of the same, and the name, kind and tag of the kit](https://www.ticketfairy.com/embeds/posters/marketing-event-kit--add-kit.png)    
   *Add kit.*
3. ## Hand kit out

   At the kit desk, scan or enter the tag, select **Hand out**, choose who is taking it under **Who is taking it?**, then select **Hand out**.

   **Note:** Start typing a crew member's or volunteer's name, or choose **Someone else** and enter their name. Under **More details**, set **Due back** and note any **Deposit or ID taken**.
   **Tip:** A USB or Bluetooth barcode scanner works in the scan field: scan a tag and the right step opens.

   ![Dialog to hand out a radio, with who is taking it and more details for the deposit, due-back time and department](https://www.ticketfairy.com/embeds/posters/marketing-event-kit--hand-out.png)    
   *Hand out a radio.*
4. ## Take kit back

   Scan or enter the tag, select **Take back**, choose **How did it come back?**, then select **Take back**.

   **Note:** For a batch, enter how many came back, and the rest stay with the person. If it came back damaged, enter what is wrong with it, and the kit list shows it needs attention.

   ![Dialog to take a radio back from a crew member, with the condition it came back in](https://www.ticketfairy.com/embeds/posters/marketing-event-kit--take-back.png)    
   *Take kit back.*
5. ## See who has what

   Select **Who has what**.

   **Note:** Choose **By person** or **By item**, filter by department or **Only overdue**, and tick several checkouts to take them all back at once.

   ![Who has what list with each person who has kit out, how many pieces, and one overdue](https://www.ticketfairy.com/embeds/posters/marketing-event-kit--who-has-what.png)    
   *Who has what.*
6. ## Set up your radio plan

   Select **Radio plan**, select **Add a channel**, enter the **Channel** as it shows on the radio dial and who uses it, then save.

   **Note:** Select **Add a call sign** on a channel for each call sign and the person who answers. Select **Print radio sheet** for a sheet to pin up, and each team's day sheet shows its channels.

   ![Radio plan with a Control channel for emergencies and a Security channel, each with its call signs and who answers](https://www.ticketfairy.com/embeds/posters/marketing-event-kit--radio-plan.png)    
   *The radio plan.*
7. ## Chase kit that has not come back

   After the event, select **Not returned**, then select **Let Fai draft reminders**, which shows how many people it covers.

   **Note:** Fai drafts one email to each crew member or volunteer with an email address, listing what they still have, and you approve each one on Today before it is sent. Select **Take back all** or **Mark as lost** beside a person as you sort each one out.

   ![Not returned list with the people who still have kit after the event and a button to let Fai draft reminders](https://www.ticketfairy.com/embeds/posters/marketing-event-kit--not-returned.png)    
   *Kit not returned.*

## Or have it done for you

Fai reads your kit list, who has what, the kit history, the not-returned list and the radio plan, hands kit out or takes it back, adds or changes kit, marks kit as lost and changes channels and call signs. She shows you each change and waits for your yes first. Any member of your event's team can ask Fai to hand out or take back kit; only owners, admins and producers can change the kit list or the radio plan.

### In your dashboard, with Fai

```
Hand radio R-12 to Ana Silva from security at <EVENT NAME>, due back at midnight
```

## Take lost kit off the list

1. ### Take it off the list

   In **Who has what**, select **By item**, select **Take off the list** beside the lost units, then confirm.

   **Note:** The batch gets smaller, and the history shows what you took off. If they turn up later, add them to the list again.

Fai takes lost units of a batch off the kit list when you ask, after you confirm.

### In your dashboard, with Fai

```
Take the 4 hi-vis vests Sam from the bar lost off the kit list at <EVENT NAME>
```

## Questions you might have

**Can my crew hand out kit without the Operations page?**

 Yes. Any member of your event's team can ask Fai to hand out or take back kit, and Fai waits for their yes first. Desk links, for staff with no dashboard login, cover the hand-out desk, meal desks, staff gates and registration, so kit stays with your team.

**What does Mark as lost do?**

 The kit stays counted as out with that person and is left out of reminders. If it turns up, take it back as usual.

**Can I remove something from the kit list?**

 Yes. Open it on the Kit list and select Remove. Its history stays, and you can put it back straight away.

**Can I scan tags with a phone camera?**

 Type or paste the tag into the scan field, or use a USB or Bluetooth barcode scanner, which types the tag for you.

## Still have a question?

Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself.

   [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome)

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## Related guides

- [More ways to use Ticket Fairy](https://www.ticketfairy.com/features)
- [Handle lost property at your event](https://www.ticketfairy.com/guides/handle-lost-property-at-your-event)
- [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in)
- [Share day sheets with your event's on-site teams](https://www.ticketfairy.com/guides/share-day-sheets-with-your-on-site-teams)
- [Let outside teams order kit and equipment for your event](https://www.ticketfairy.com/guides/let-outside-teams-order-kit-and-equipment-for-your-event)
- [Issue accreditation passes for your event](https://www.ticketfairy.com/guides/issue-accreditation-passes-for-your-event)
- [Let outside teams name their own people for event passes](https://www.ticketfairy.com/guides/let-outside-teams-name-their-own-people-for-passes)
- [Every Ticket Fairy guide](https://www.ticketfairy.com/guides)

## Do this on your own event

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## See it on a call

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 [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features)

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---

This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)