Event hire digital solutions promised faster bookings, smarter planning, and real-time stock control—but many still fall short. From clunky systems and poor integration to unreliable inventory data, we explore why the tech isn’t delivering and how simpler, more connected tools could finally transform the hire industry.
Let’s face it—tech was meant to make our lives easier. For those of us in the events industry, event hire digital solutions promised slicker operations, smarter planning, and stress-free bookings. But here we are in 2025, and for many companies, the digital dream still hasn’t fully landed.
Despite the rise of event hire software, digital inventory systems, and fancy hire management platforms, the truth is many of these tools still underdeliver. For event planners juggling timelines, transport, and furniture hire, it’s frustrating when digital platforms feel like more hassle than help.
So why do event hire digital solutions continue to underperform—and what can we do about it?
The promise of event hire technology
Let’s start with the vision. Event hire digital solutions were supposed to revolutionise how hire businesses operate. We’re talking:
- Real-time availability of stock
- Instant quotes and booking confirmations
- Route optimisation for deliveries
- Seamless communication between warehouses, drivers, and clients
- Automated billing and inventory updates
For planners, the appeal was clear: more transparency, faster decisions, and fewer crossed wires. For hire companies, it meant streamlining operations and reducing errors.
In theory, it’s a win-win. In practice, it’s a bit more complicated.
The reality: Underperforming digital tools
Here’s the rub—many event hire digital solutions still don’t meet the needs of modern hire companies. The interfaces can be clunky. Real-time updates don’t always work. And integrations with other platforms (like transport logistics or CRM tools) are often limited or non-existent.
It’s a classic case of underperforming digital tools. You adopt a new system hoping for efficiency gains, only to find you’re spending more time clicking around than actually getting stuff done.
The tech adoption barriers no one talks about
One of the biggest challenges in the sector is simply getting teams to use the tech. Staff in warehouses, delivery teams, or smaller regional depots might not be trained—or interested—in using new event hire software. And if they don’t use it properly, the whole system starts to fall apart.
Here are a few common tech adoption barriers:
- Systems are too complex or not user-friendly
- Lack of mobile support for warehouse or delivery staff
- Poor training or limited support from the software provider
- Resistance to change from long-serving staff who prefer manual methods
The result? Digital platforms are bought and installed, but never fully embedded into day-to-day operations. And that’s where the underperformance really starts to show.
The inventory problem: Digital vs reality
Another big issue lies in digital inventory systems. You’d think that having live updates on your furniture hire stock would be a game-changer—and it is, when it works.
But often, the numbers shown on the platform don’t reflect what’s actually in the warehouse. Damaged items, items out for repair, or stock misplaced during transport can throw the entire system off. And if your system isn’t regularly updated by people on the ground, those stock counts become unreliable.
So planners and sales teams make bookings based on data that isn’t accurate—leading to shortfalls, overbookings, and last-minute panics.
Overpromised, under-delivered
The market for hire management platforms has exploded, with loads of providers promising the earth. But too often, they oversell what their systems can actually do.
You might sign up thinking you’re getting a platform that manages stock, automates transport schedules, and integrates with your accounting software—only to discover that half the features are in beta, or only available on higher-priced tiers.
This overpromising feeds the wider issue of trust in event hire digital solutions. Once a system disappoints, companies are less likely to invest in future upgrades or digital tools. The industry gets stuck in a cycle of low confidence and low adoption.
Where are the seamless systems?
The dream scenario for event hire digital solutions is full integration. Imagine a system where a client books furniture hire online, it checks live stock, triggers a warehouse pick list, auto-assigns delivery routes, and updates invoicing—without anyone needing to chase or manually intervene.
Unfortunately, very few platforms offer that level of seamless service.
Most systems handle one part of the process well—like booking or invoicing—but fall short when it comes to connecting the dots. That’s where most of the value is lost.
What’s needed: Simpler, smarter, more intuitive tools
To move forward, the industry needs event hire digital solutions that are:
- User-friendly: Systems need to work for everyone, from office staff to warehouse teams.
- Modular: Businesses should be able to add or remove features as they scale.
- Mobile-ready: Most warehouse and delivery staff don’t work from a desk—apps must reflect that.
- Fully integrated: Platforms should work with common accounting, CRM, and logistics tools.
- Supported: Ongoing training and customer service matter. A lot.
Crucially, we need platforms built by people who understand how event hire actually works—not just generic inventory tools rebranded for the events market.
The opportunity for change
Despite the frustrations, we’re optimistic. There’s a real opportunity for smarter, more connected tools to emerge—especially as more event companies push for efficient, tech-supported operations.
At easyEventhire, we’re always looking for ways to make life easier for our clients and team. Whether it’s smarter stock control, faster quotes, or better event hire software, we believe digital tools should serve the people using them—not the other way round.
Final thoughts: Is it time for a rethink?
Event hire digital solutions have massive potential, but right now they’re still lagging behind the needs of modern businesses. Too complex, too siloed, and too often disconnected from the way hire companies actually work.
It’s time for a reset. Instead of chasing bells and whistles, the focus should be on intuitive tools that genuinely improve efficiency and reduce stress—for planners, hire teams, and clients alike.
If you’re an event pro tired of underperforming digital tools, we hear you. And if you’re a supplier looking for smarter, simpler solutions—we’re right there with you.
Because at the end of the day, great events are built on teamwork, timing, and tools that actually work. Let’s build the future of event hire digital solutions—together.
