Company Overview

Since 2002, Airbeat One Festival has opened its doors to festivalgoers from all across Europe. Over the years, it has grown into one of the biggest names on the European festival scene, most recently welcoming around 200,000 visitors over one single long weekend.

Making an event of this scale run smoothly requires a major logistical effort behind the scenes: Vehicles, tools, and materials must be issued to, tracked across, and returned by numerous teams, service providers, and partner companies—all on a festival site operating at full capacity every day.

Founded: 2002

Expected visitors: 200,000+

The Challenge

Before implementing Timly, operations across the festival site were decentralized: Vehicle, tool, and material distribution were largely managed separately, with no clear overall view. At a large-scale event with hundreds of teams working simultaneously, this quickly became a risk:

  1. No traceability: It was difficult to reliably reconstruct who had received which items.
  2. Lack of visibility: There was no clear overview of who had picked up what or from where across multiple distribution points and teams.
  3. No visibility into vehicle condition: Damage at handover and return was difficult to document, creating the potential for disputes.
  4. Inventory levels were difficult to manage: Consumables such as zip ties, tape, screws, and washers were handled without reliable minimum stock levels.

For a festival of this size, a lack of transparency can quickly lead to material loss, undocumented vehicle damage, and unnecessary additional work in the middle of ongoing operations.

The Solution

With Timly, Airbeat One Festival introduced a centralized system that makes vehicles, tools, and materials fully traceable. Everything prepared for distribution through the material and vehicle department is fully documented and assigned to the respective team.

This year, particular emphasis was placed on vehicle handovers:

  • Before-handover documentation: Vehicles are photographed before being handed over.
  • Digital acceptance: The recipient signs for the vehicle directly in the system.
  • After-handover documentation: Additional photos are taken when the vehicle is returned.
  • Fair damage assessment: The photos provide a clear record of whether damage occurred before or during use.

Timly also pays off when it comes to consumables: Materials such as zip ties, tape, screws, and washers are managed using minimum stock levels, making it clear at all times how much has been used and when more needs to be ordered.

All materials, vehicles, and even trailers are added to the inventory using QR codes or barcode scans. This makes it possible to see at any time when and where a particular item is located. The one-time effort required to set up the system pays off: Once operations are underway, material management requires just a single scan.

This year, Timly was also expanded to include the festival’s catering and fire department operations.

The Results

Implementing Timly has given Airbeat One Festival significantly greater control over its vehicles, tools, and materials:

  1. Full traceability for item distribution and returns.
  2. Clear documentation of vehicle damage through before-and-after photo documentation directly in the system.
  3. Tools are reliably returned—when necessary, even before the end of the same day.
  4. Less material loss and more careful handling of inventory thanks to complete item traceability.
  5. Always up-to-date inventory levels for consumables through minimum stock management.

Key Takeaways

The Airbeat One example shows that even highly complex, tightly scheduled large-scale events can be organized centrally and efficiently with Timly.

Intuitive tracking creates accountability even when numerous companies and teams are working simultaneously across the same site. Photo documentation during vehicle handovers protects both parties and makes damage assessment significantly easier. And while setting up the system requires some initial effort, ongoing material management is reduced to a single scan.

A system that proves effective in one area can also be easily expanded to additional teams—as Airbeat One demonstrated this year by extending Timly to its catering and fire department operations.