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. Founded in 1994, the California-based firm coordinates large-scale community engagement events that require careful equipment management across multiple simultaneous venues.

Website: arellanoassociates.com Industry: Community Outreach / Public Engagement Founded: 1994 Team Size: 50+

The Challenge — When Outlook Stopped Scaling

Before Shelf, Arellano Associates used Outlook to book equipment. As the organization grew and events multiplied, the system's limitations became impossible to ignore.

"Double bookings became common, there was limited visibility into who had what, and no good way to report lost or damaged items." — Jacky, Office & Events Coordinator

The organization frequently ran multiple simultaneous events with no central tracking system. Equipment accountability suffered, and coordinating resources across teams became unpredictable. High-demand items like tablets, Wi-Fi hotspots, wagons, and event carts were constantly in motion — and no one could see where they were.

The Solution — Finding a System That Actually Works

The team evaluated multiple tools before selecting Shelf. What made the difference wasn't just features — it was the relationship.

"Being able to work directly with the founders, get real human support, and see ongoing improvements to the product made a big difference." — Jacky, Office & Events Coordinator

Implementation included integrating Shelf into the employee onboarding process, so new hires learn the system from their very first day. This ensured adoption wasn't an afterthought — it became part of the culture.

The Transformation — From Guesswork to Visibility

Equipment Management Became Second Nature

Reservations, checkouts, and returns became routine. Event planning improved through complete visibility into availability and ownership.

"That visibility has reduced confusion, improved accountability, and made it easier to plan ahead when equipment is limited." — Jacky, Office & Events Coordinator

High-Demand Items, Always Tracked

Tablets, Wi-Fi hotspots, wagons, and carts now have real-time location visibility across simultaneous events.

"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." — Jacky, Office & Events Coordinator

Results — When Shelf Saved the Day

The impact became crystal clear during an Orange County community meeting. The venue's projector stopped working mid-meeting. Within minutes, the team checked Shelf, confirmed a backup projector was available, and resolved the crisis on the spot — no scrambling, no guesswork, no delays.

That moment captured exactly what Shelf delivers: the confidence to handle the unexpected because you always know what's available and where it is.

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." — Jacky, Office & Events Coordinator

"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