Avium Loadout · Production Software for AV & Event Teams

01 — QUOTE IT

Price a multi-room show in minutes.

Drag gear and crew into rooms, watch totals build by section, and send a quote your client will actually enjoy reading.

Rooms with per-room subtotals
Packages drop in as one line
Ten PDF templates, your colors

02 — BOOK IT

One click from quote to confirmed show.

Accepted quotes become shows — rooms, gear and dates carry straight over, and the pipeline keeps score while you work.

Quote → show → invoice, one flow
Draft, sent, accepted at a glance
Expiry dates that chase themselves

03 — PLAN THE DAY

A run-of-show that runs itself.

Load-in, patch, line check, doors — build each show day on a real timeline, with rooms, floor plans and dock tracking beside it.

Day, week, room and labor views
To-scale floor plans per room
Print the whole show packet

04 — CREW IT

The right people, with the right call times.

Build the roster once, assign per-show roles, and email everyone their call — with one-tap confirmations you can see at a glance.

Day, half-day and service rates
Confirm / pending / declined badges
Call sheets attached automatically

05 — TRACK THE GEAR

Gear that knows where it's going.

Live availability across every booking, overbooking warnings while you quote, and QR labels that follow each case out and back.

Utilization and fleet value
Scan QR labels from any phone
Import your list from Excel

06 — GET PAID

A quote your client can approve and pay.

Every quote becomes a polished page your client opens on their phone — approve, request changes, and pay the deposit without a call.

Client portal with approvals
Deposits & balances via Stripe
Bank debit first, card fallback

loadout / quote builder

Beyond the basics

Built for the way shows actually run.

Calendar

A calendar that knows your gear.

Month, week and day views across shows, labor and gear — with your Google and Microsoft calendars overlaid so nothing double-books quietly.

Google & Microsoft calendar overlay
ICS feeds re-imported every 15 minutes
Shows, labor and gear lenses

loadout / calendar

Sales

See the season, not just the show.

Pipeline, revenue and utilization reporting that turns a stack of quotes into a picture of your year — without exporting a thing.

Revenue & pipeline reporting
Per-show budgets and rollups
Gear ROI & utilization

loadout / sales

Show nights

Dark mode for dark rooms.

A proper dark theme for FOH at 11pm — same calm layout, none of the glare. Runs in any modern browser on any machine in the shop, nothing to install.

Light & dark, remembered per user
Phone-ready — scan gear from the dock
Quick-jump search from any page

loadout / dashboard · dark

The deliverables

Every document, ready before the truck is.

Quotes, call sheets, sign-in sheets, gear pull lists and to-scale room diagrams — polished PDFs generated the moment you need them, in your colors: seven preset themes or your own header and accent.

To-scale room diagram PDF — stage, PA hangs, tables and FOH laid out in real feet

To-scale room diagramStage, PA, FOH, tables and gear — drawn in real feet, exported to the show packet

Per-room quoteTen templates, your brand

Crew call sheetPer-day call & wrap times

Sign-in sheetTime in / out + signature

Gear pull listEvery item, barcoded, valued

Per-room gearRoom timeline + pinned gear

Ten quote designs

The same quote, ten ways to send it.

Every template re-lays the whole document — type, tables, cover — in its own palette. Pick one per client, per show, or set your colors on top.

Made for production teams

Quietly running the best shows in town.

Quote a four-room gala before the client's coffee gets cold — every line grouped by room, every total ready to send.

Quoting

Call times, crew confirmations and gear conflicts stop living in your head and start handling themselves.

Crew & gear

Quotes that look as premium as the show you put on — approved and paid right from the client's phone.

Clients

Specification

The full spec sheet.

AVIUM LOADOUT · REV 2026-07

SPEC / 01

Quoting & sales

Multi-room quotes: Group lines by room with per-room subtotals; add, rename, reorder and duplicate rooms; drag lines between rooms and sections.
Quote builder: Live pricing from your gear and labor catalogs, packages that drop in as bundles, custom lines, discounts and tax.
PDF templates: Ten designs — Heritage, Studio, Modern, Pure, Editorial, Statement, Ledger, Dispatch, Atrium and Compact — with custom theme colors and fonts.
Lifecycle: Draft → sent → accepted with expiry dates; duplicate any quote; convert to a confirmed show in one click; send to Invoid for invoicing.
Reporting: Sales pipeline, revenue reporting and per-show budget rollups, plus gear utilization and ROI.

SPEC / 02

Shows & run-of-show

Show timeline: Per-day schedules — load-in, setup, patch, line check, soundcheck, doors, show, load-out — in day, week, room and labor views.
Floor-plan editor: To-scale room diagrams drawn in real feet (or meters): stage, PA, tables, FOH and your actual gear with per-type glyphs. Templates for banquet, theater, classroom, U-shape, trade show and dance floor; measure tool; PNG export.
Show file: Rooms, crew, gear, purchase orders, consumables, shipments and expenses on each show — printed together as one show packet.
Logistics: Dock-count tracking flags overlapping trucks; sub-rentals track cross-hired gear alongside your own.

SPEC / 03

Crew & labor

Roster: Contractor roster with day, half-day and service rates, skills, vCard import and per-show roles.
Call times: Per-contractor call and wrap times by day; group emails send everyone their call with the call-sheet PDF attached.
Confirmations: One-tap "I'll be there" links — no login needed — with confirmed / pending / declined badges on every crew chip.
Pay privacy: Contractor pay and pricing fields are stripped for team members without financial permissions.

SPEC / 04

Inventory & gear

Availability: Live availability across all bookings with overbooking warnings while you quote.
Labels & scanning: Printable QR labels per item; scanning opens the gear's page on any phone. NFC tag write & read on supported devices.
Import & export: Bring your list in from Excel or CSV with a ready-made template; export documents as PDF.
Fleet care: Condition and maintenance tracking, replacement values, categories, packages and utilization reporting.

SPEC / 05

Clients & payments

Client portal: Invited clients view quotes and bookings, approve or request changes, comment, and exchange files.
Public quote links: Send a polished, mobile-ready quote page — no client login required — with PDF download and one-tap accept.
Payments: Deposits and balances through Stripe embedded checkout. Bank debit (ACH) first for large invoices, card as a fallback with a configurable surcharge. Card details never touch our servers.
Calendar sync: Google and Microsoft calendars overlay the schedule (read-only), plus per-show ICS import refreshed every 15 minutes.

SPEC / 06

Documents

Seven types: Quote, crew call sheet, sign-in sheet, gear pull list, per-room gear sheet, run-of-show, purchase order — plus the combined show packet with embedded room diagrams.
Long-document safe: A shared pagination engine flows every list across pages — a 200-line festival pull list prints as cleanly as a two-line dry hire.
On your brand: Logo, colors and fonts carry across the whole document set — with seven document color presets (or your own header and accent) applied company-wide from Settings.

SPEC / 07

Security & platform

Your own database: True multi-tenancy: each company gets its own isolated database — isolation is structural, not a filter.
Account security: TOTP two-factor with backup codes, bcrypt passwords, session hardening, per-IP and per-account lockouts with email alerts, and a full audit log.
Encryption & backups: Sensitive fields encrypted at rest (AES-256-GCM); hourly off-site backups of every company database.
Roles: Admin and viewer roles with granular permissions per area — gear, quotes, bookings, labor, pricing, settings and users.
Runs anywhere: Any modern browser on any machine — nothing to install, light and dark themes, phone-ready throughout.

Pricing

Priced per team, not per show.

Every plan includes the full platform. Pay monthly or yearly, with two months free on yearly.

Standard

$20 / month

or $200 / year

Up to 3 staff logins

Inventory, quotes, packages and the booking calendar for a small crew.

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Run the whole show, quote to load-out.