From Outlook Chaos to Real-Time Clarity: How Arellano Associates Transformed Event Equipment Management

At a Glance

• Zero double bookings after moving away from Outlook
• Shelf is part of onboarding — new hires learn the system from day one
• Real-time visibility into high-demand equipment like tablets, Wi-Fi hotspots, and event carts
• Multiple simultaneous events managed without confusion
• Reduced last-minute stress across event logistics

About Arellano Associates

Arellano Associates is a professional services consulting firm focused on communications and public outreach, community and government relations, and strategic planning and marketing. Their teams run events across California — community meetings, public outreach sessions, stakeholder engagements — and each one requires the right equipment to show up at the right place.

Jacky, the Office & Events Coordinator, manages the firm's asset inventory, organizes and tags equipment, and trains staff on the system as part of onboarding. She also oversees equipment reservations, resolves booking conflicts, and keeps track of what's in working order — flagging items that need repair, replacement, or restocking before teams get caught off guard.

Website: arellanoassociates.com
Location: California

The Challenge — When Outlook Stopped Scaling

Before Shelf, Arellano Associates used Outlook to book equipment. It worked when the team was smaller, but cracks started showing as they grew.

"Double bookings became common, there was limited visibility into who had what, and no good way to report lost or damaged items. Without QR codes or clear ownership, things often fell through the cracks."

— Jacky, Office & Events Coordinator

The system felt outdated. There was no central source of truth. When multiple events happened at the same time — which was often — coordinating equipment became a guessing game. Who has the projector? Is the tablet charged? Did anyone return the hotspot from last week's meeting?

The pain wasn't just inefficiency. It was the stress of not knowing.

The Solution — Finding a System That Actually Works

The team reached a point where Outlook wasn't just inconvenient — it was causing real operational issues. They evaluated several tools and sat through multiple demos.

Shelf stood out.

"Being able to work directly with the founders, get real human support, and see ongoing improvements to the product made a big difference. The pricing was also reasonable, which helped seal the deal."

Implementation wasn't just about the tool — it was about building a new habit. Shelf became part of the onboarding process, so every new hire learns the system from day one.

The Transformation — From Guesswork to Visibility

Equipment Management Became Second Nature

Reserving, checking out, and returning equipment is now second nature for the team. Event prep is smoother because everyone can quickly see what's available, what's already reserved, and who's responsible for each item.

"That visibility has reduced confusion, improved accountability, and made it easier to plan ahead when equipment is limited."

High-Demand Items, Always Tracked

The real game-changer has been tracking high-demand equipment — tablets, Wi-Fi hotspots, wagons, and carts.

"Knowing exactly where those items are and which team has them — especially when multiple events are happening at the same time — has made a big difference."

Before, someone had to remember. Now, anyone can check.

Results — When Shelf Saved the Day

The system has taken a lot of the last-minute stress out of event logistics. But one story captures it perfectly:

"One example was a community meeting in Orange County where the venue's projector suddenly stopped working. The team quickly checked Shelf, confirmed a projector screen was available, and solved the problem on the spot."

What could have been a major disruption became a non-issue — because the team had real-time visibility into their equipment.

Before: Scrambling, guessing, hoping someone remembered where the backup was.

After: A quick check, a confirmed asset, problem solved.

What Would You Tell Others?

"If you're still relying on spreadsheets or memory, you're making things harder than they need to be. A system like Shelf keeps everything organized, visible, and easy to manage in one place."

"Beyond day-to-day logistics, the reporting tools are useful for planning and oversight. Overall, it saves time, reduces stress, improves accountability, and helps teams feel prepared going into every event." — Jacky, Office & Events Coordinator

Want results like Arellano Associates? Start your free trial or book a demo to see how Shelf can transform your equipment management.

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