Equipment Management for Colleges

Lots of students, lots of gear, and only 1 person to manage it

Colleges have an abundance of video gear for film students to play with, no matter their year or degree. But with so many hands on the equipment, it’s important to keep track of all the gear, ensure that it is being used appropriately, and hold the right people accountable. But let's face it, keeping track of all that gear without a reliable equipment management tool like Cheqroom can give you a serious headache. You don't want your precious film equipment to disappear like socks in the dryer, do you? 😉

Become the top of the class

With Cheqroom’s check-out agreements and digital signatures, for instance, you know that the correct person is using the equipment and that it is being returned in a timely manner. Add that extra layer of security of knowing exactly who was the last one to use that ARRI ALEXA 35, especially in case something goes awry.

We hear horror stories all the time of students not returning gear before moving back home (and out of state) over the summer holidays, which then leads to having to chase the gear, replace everything in the kits, and so on. I’m sure this will sound familiar to you.

From our experience, we see that equipment management for colleges is similar to other businesses but that it usually comes with a higher level of supervision and approval. And we get it. That’s why Cheqroom was built specifically with academic institutions in mind. Keep reading to learn what we can do for your kit room because, after all, you don't want the freshmen running off with the fancy gear before they're ready for it!

Become the gear valedictorian with Cheqroom

Luckily, Cheqroom offers academic institutions a solution for keeping track of their gear and ensuring accountability among students. With automated notifications, students are reminded when a return is due. And with Equipment Access, institutions can decide which gear is available to which category of students. Maybe the freshmen aren't quite ready for the ARRI ALEXA 35 yet.

But Cheqroom doesn't just offer accountability. It also provides colleges with valuable insights into their equipment usage. Reports can be generated to show what gear is broken and how frequently it's been flagged over the past two years. This information can be used to decide whether it makes more sense to repair the broken gear or sell it off. Institutions can also evaluate how long certain gear has been sitting on the shelf and whether it's still worth keeping in inventory. We know, pretty smart.

Professor Jeffrey Wisotsky. Director of the CAS Media and Digital Film Production Program and Faculty Advisor for Bronx Community College’s award-winning Media and Digital Film Club.

College inventory management done right

Let's take a look at how three colleges are getting their gear game on point with Cheqroom. These academic institutions are keeping their students accountable, their inventory organized, and their equipment in tip-top shape.

1. San Bernardino Valley College

To all colleges out there: How do you keep track of +1000 pieces of film equipment? Good question right…?

San Bernardino Valley College is holding its students accountable with Cheqroom because, let’s be honest, nobody has the time to do this manually.

The team at San Bernardino Valley College wants their students to get as much access to the gear as possible. Whether they're producing content for class assignments or working on projects outside of class. They use Cheqroom to keep track of all their camera equipment, from DSLRs to digital cinema cameras and their newest 35mm camera.

2. Bronx Community College

With Cheqroom, CUNY Bronx Community College can keep a clear view of its gear at all times. In the app, they can track what gear is being used by whom, when they will return it, whether they are missing pieces for a certain shoot, if the gear has come back damaged, and so. much. more.

3. College of the Desert

Kevin and Scott from College of the Desert were looking for a solution that would help them not only inventory the gear but give them a way to reserve and manage a calendar. They were using spreadsheets before Cheqroom, something that clearly wasn’t geared specifically toward film production.

“Being able to create custom categories & adding equipment to them, has been really beneficial for me.”

For more customer stories, click here.


Woah, Cheqroom sounds hella interesting, doesn’t it? 😏 With academic packages starting at just $150 per month, it's a deal that you can't afford to miss out on.


Give it a try. Book a demo today!