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How to keep a gear inventory for tour and insurance
Updated October 7, 2026 · 3 min read
If gear is stolen or damaged on tour, the first question from police and insurers is "what exactly was it?" A gear inventory with serial numbers and values answers that, and it doubles as a packing list, flight manifest and customs list.
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Gear inventory list
Make, model, serial number, case, owner and replacement value, with flags for insurance and travel manifests.
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Step 1: List everything that travels
Go case by case and write down every instrument, amp, pedal, mic, computer and piece of hardware. Group by type or by case.
Step 2: Capture identifying details
For each item record: manufacturer and model, serial number, a short description (color, modifications, case), and the replacement value: what it would cost to replace today. Photograph items and serial plates.
Step 3: Mark what’s insured
Not everything needs to be on the insurance schedule. Mark items that are insured so you can export an insurance list. Keep the policy number with the list.
Step 4: Build a manifest for travel
For flights and border crossings you may need a manifest: item, serial, value and quantity. Some countries require a carnet (a customs document for temporary import of equipment); check requirements well ahead of international dates.
Step 5: Keep it updated
Add new gear when you buy it and remove what you sell. Review the list before each tour.
Step 6: Store copies safely
Keep a copy off the road (cloud or at home) and one with the tour manager. If the van is broken into, you need the list somewhere else.
Example (EXAMPLE)
| Type | Make / model | Serial | Value | Insured | Manifest |
|---|---|---|---|---|---|
| Instrument | Electric guitar | EX123456 | $1,400 | Y | Y |
| Equipment | Guitar amp head | EX998877 | $1,800 | Y | Y |
| Hardware | Pedalboard | n/a | $900 | Y | N |
Tips for photographing gear
Take one photo of each item and one of the serial plate. Name photos with the item and serial number. Store them with the list. Photos help police and insurers identify stolen items and show condition before a claim.
Insurance basics
Gear insurance policies vary: some cover worldwide touring, some only domestic; some exclude unattended vehicles. Read the policy and keep the list in the format your insurer wants. This guide is not insurance advice.
After a theft
Report it to police immediately and get a report number. Send the list with serial numbers to local music stores and pawn shops, and post serials on stolen-gear registries. Contact your insurer with the report and the list.
How TRMNGR helps
TRMNGR’s Gear page in Production Office stores each item’s Type (Instrument, Equipment, Software, Hardware), Manufacturer/Model, Serial number, Description and Replacement value, with Ins and Man checkboxes for the insurance list and manifest. The PDF menu (the PDF icon at the top right of Gear) exports an Insurance List, Manifest or Full List, and you can Export to Music Pro or Import from Music Pro as Excel. Gear access is off by default for new crew.