Festival Tour Gear Tips: How Roadies Keep Equipment Safe and Sound

One of the most underrated yet critical skills a roadie needs on the festival circuit is keeping track of gear. With multiple crews, tight schedules, and a flurry of activity at every corner, the chances of equipment going missing are higher than you might think. Regardless of what it is, losing gear can set your team back and create unnecessary stress.

The good news is that there are practical steps you can take to ensure your equipment stays safe and sound, even in the chaos of a festival.

If you manage to get through your whole touring career without ever losing any equipment, you are the only one. If you haven't lost any equipment yet, maybe read this blog and get ready for the eventuality.

Why Gear Management Is Key

Festivals are a unique beast. Unlike a dedicated tour setup, you’re often sharing the space with multiple tours, local crews, and a rotating lineup of performers. This constant flux makes it easy for things to go missing—sometimes by accident, sometimes because someone assumes a box belongs to their team, and occasionally due to outright theft.

Your gear isn’t just stuff but can be vital to the show going a head. If a piece of equipment goes missing, it’s your responsibility to replace or work around it, often on a tight timeline. That’s why staying organized and vigilant is critical. It's not always easy getting replacmeant equipment in the timeline required or to the location you might be in

Practical Tips for Protecting Your Gear

1. Keep Your Area Tidy

A messy workspace invites trouble. When gear is scattered or mixed with others, it’s easier for something to be misplaced or accidentally taken. Keep everything in a designated area and stick to it.

2. Label Everything

Invest in durable labels with your team or company name, and make sure every case, tool, and piece of equipment is marked. This makes it easier to spot your gear quickly and ensures anyone who accidentally picks it up knows where it belongs.

3. Create a Gear Inventory

Before arriving at the festival, create a detailed list of all your gear. Check everything when you load in and again when you pack up. It’s tedious, but it’s the best way to ensure nothing gets left behind. When you have a tight pack in your truck this usually naturally occurs, but if you have loads of space, people can be less vigilant.

4. Work with other departments

Work with other departments on your tour to help each other keep equipment safe. You can't always be there so it's always good to lend a hand and keep an eye on a work colleagues stuff. You may not be responsible if it goes missing but it's good to help each other out.

5. Store Loose Items Securely

Small tools, cables, and other loose items are the most likely to go missing. Use cases, bins, or bags to keep everything contained and make sure they’re clearly labeled.

6. Use the Truck When Possible

If your team has access to a truck, use it as a secure storage space for gear you’re not currently using. This keeps it out of the way and significantly reduces the chances of it being misplaced.

7. Double-Check Unlikely Places

Lost gear has a funny way of ending up in the strangest spots. Always check under the stage, behind curtains, or in other out-of-sight areas before declaring something missing. You’d be surprised how often misplaced items show up in these hidden corners.

8. Respect Boundaries: Don’t Touch What’s Not Yours

It might sound harsh, but try to avoid touching equipment that isn’t yours. Everyone is responsible for their own gear, and moving someone else’s can throw off their entire system.

If you shift something without telling them, it can lead to unnecessary panic and wasted time as they search for what they think is lost. Keep it simple—leave their gear where they left it, else you really know you're helping.

9. Avoid Storing Gear on the ground by the Trucks

Unless it’s spare scaffolding, truck equipment, or something similar, avoid storing anything inbetween the sides of trucks. It’s the last place anyone will check, and with trucks constantly moving, your gear could get moved or even end up under the dock. There are usually better storage options available—use those instead. Save yourself the headache of a frantic search later. Nothing stored their should be show critical.

What to Do If Something Goes Missing

Even with the best precautions, things can still go wrong. If you notice something is missing, act quickly.

1. Notify Your Team

Let everyone know what’s gone missing and when it was last seen. The sooner you raise the alarm, the better the chances of recovering it or acting fast enough to get a replacement or borrow something.

2. Check the Trucks

Gear can sometimes get loaded onto the wrong truck during a load-out. Work with the team and the local crew to track down misplaced items.

3. Communicate with the Festival Team

Alert the crew boss or stage manager about the missing item as soon as possible. If you have a good relationship with them, they might be able to help. You can also ask other tours.

4. Learn for Next Time

If something does go missing, use it as a learning experience. Was the item not labeled? Was the storage area too crowded? Did you mix your items with other items from another tour that look similar? Adjust your processes to avoid the same issue in the future.

Managing gear at festivals is as much about vigilance as it is about organization. By staying proactive and taking simple precautions, you can significantly reduce the chances of losing valuable equipment. And remember, every roadie has a story about the time something went missing—it’s practically a rite of passage. The key is learning from those moments and making sure your gear stays safe and sound for the next show.