When your team is spread across the U.S., Canada, and beyond — and your event roster includes everything from silent discos to inflatable theme parks with hundreds of crew on all — clear communication and logistics aren’t just helpful. They’re critical.
Kathaleen Groomes, Head of the College and Special Events Department at XL Event Lab, knows this all too well. She oversees events across North America and a team dedicated to creating unforgettable experiences. But coordinating DJs, event managers, and crew across time zones used to mean juggling spreadsheets, emails, and digital filing systems.
That is, until they discovered Rentman.
It worked, but it wasn’t efficient. If someone was out sick, it was hard to jump in and cover for them. You didn’t always have access to the right info at the right time.
One Hub, 235 Users, Zero Chaos
In early 2023, XL Event Lab officially brought Rentman into the fold — not for equipment tracking or shipping logistics, but to manage people. With over 235 crew members using the mobile app, Rentman became the all-in-one hub for scheduling, booking, and communicating with on-site teams.
From DJs flying across the country to event managers handling logistics on the ground, everyone now knows exactly where they need to be and has the documents and instructions they need right at their fingertips.
“It’s my favorite thing. I don’t get after-hours emergency phone calls anymore. Everyone has what they need. It’s all in one place.”
Replacing Spreadsheets with Peace of Mind
Before Rentman, creating and sending an itinerary for a single event took upwards of 30 minutes. Multiply that by up to 60 events per week during peak season, and you can start to imagine the time drain.
Now, with Rentman, those itineraries are automatically generated and shared via templates. No more piecing together info from various emails and folders. It’s just that easy.
Just that one feature alone saves me between 25 and who-knows-how-many hours every week.
Empowering the Crew, Simplifying Management
Kathaleen and her team use Rentman to plan event crew and manage logistics, while crew members access everything through the mobile app. It's intuitive, easy to use, and has made a big impact on how DJs — many of whom are high-end and in high demand — can plan their own schedules.
The DJs tell me all the time: ‘This makes my life so much better.’ They don’t have to dig through emails or call me for info. They open the app and it’s all right there.
Easy Onboarding, Seamless Support
Getting started with Rentman was refreshingly straightforward. After just one week of adjustment, the system was up and running smoothly across multiple departments.
And when Kathaleen did reach out to Rentman support?
Resolved within 24 hours. Every time. Zero complaints.
What’s Next?
While the team sticks to the core crew scheduling features, Kathaleen says that the value lies in how well Rentman fits into their workflow. Whether they’re booking travel, sending parking permits, or prepping military site access documents for overseas gigs, Rentman keeps everything in one accessible, reliable place.
As for improvements?
Just give me autosave. Other than that, it’s perfect.