Don't buy it twice.
The Event Asset Library is everything we've built, bought, and taken to the field: ready for your next event. Read through before your first order. It'll save you money, storage space, and a scramble the week of your show.
Read time: about 4 minutesLess spent twice. Less stored twice. Less scrambling.
Every activation used to mean buying materials from scratch: decor, signage, tables, coolers. Even when nearly identical gear was already sitting in storage from the last event. That costs money, eats space, and burns time right when a team can least afford it.
01Spend lessReuse what's already been bought instead of ordering it again for every show.
02Store lessOne shared library beats a dozen team closets full of the same gear.
03Scramble lessKnow what's available and where it lives, long before event week.
This is a bulk system, not a shipping service.
Request and return items in pallets or full-size orders, not single small items. If what you're shipping costs less than the shipping itself, it doesn't belong in this system.
For example
Take the glass jars. A handful of them aren't worth a shipment that costs more than the jars themselves. Keep them local, hand them to the next team in person, or let them go. Just don't ship them alone.
Browse, bundle, activate, return.
The site is live today. Return fetures are rolling out as checkout and returns come online: see the roadmap below. Collections will rollout in mid 2027 as we determine the impact of the BEAL
01 · BROWSEUse the portal search by category, product, or keyword. You will only be able to click the product if you are logged into the portal. Browse all items for a faster start.
02 · BUNDLEAdd items to your existing product or event materials order.
03 · ACTIVATERepresent the brand well. Keep every box and packing material: you'll need them for the trip home.
04 · RETURNFollow each item's return note and ship it back within 5 days so the next team can use it.
Do's and don'ts
Do
- Check the Library before placing a new purchase order
- Request and return items in pallets or full-case quantities
- Bundle by event, not by item
- Keep boxes and packing materials for the trip home
- Return everything as one consolidated shipment within 5 days
- Flag damaged or missing items when you return a shipment
- Ask the Library team if you're not sure something qualifies for a return trip
Don't
- Request or ship back small, low-value items on their own
- Hold onto items "just in case" instead of returning them
- Toss packaging before the event ends
- Skip an item's return note: it has handling details for a reason
- Order last minute. BEAL orders must be placed at least 48 hrs in advance
- Assume all aspects of checkout and returns are fully live: check the roadmap below
Program roadmap
The Library is rolling out in phases. Here's what's live, what's in progress, and what's coming next.
COMPLETEFoundationsGroundwork for the whole program: who owns and approves requests, who manages returns, and the budget for packing, organizing, and shipping materials.
IN PROGRESSPhase 1: Catalogue & VisibilityEverything you can do in the Library today: browse the full catalogue of decor, furniture, signage, functional pieces, lighting, serveware, linens, and consumables.
- Inventory catalogued and uploaded with descriptions, tags, and metadata
- Warehouse SOPs in place to find, ship, check out/in inventory
- Ordering and return policy
- Team training on browsing and requesting
COMING NEXT · EARLY Q3 2027Phase 2: Full ImplementationEverything we learn in testing, built into the finished system.
- Checkout and return flow built around kits and custom shipment bins for easy return packing
- Activation Kits: pre-built sets of frequently paired items you can check out as one
- Final ordering and return policy (this guide is the first draft)
- Process for inspecting and repairing returned items, with condition notes updated after every return
- Availability by date, so you can see what's already booked for another show
- Request form to ask for, customize, and add items to the Library
- Warehouse and multi-department training
Good questions, answered once.
What's on a product page?
Every page has photos, a SKU, and various details in the accoridan: description, measurements, condition, use case, special considerations, and a return notes.
Why do some products have a dropdown of different products?
Some categories, like Decor, have lots of small pieces. Instead of a page for every jar and frame, similar items share one page and each piece is a lettered option (A, B, C) or a variant signifier that matches its photo. Pick the variant you want and add it to your bundle: each option has its own SKU, so the warehouse pulls the exact piece.
How do I find what I need?
Search by keyword from the top of any page or scroll through all items. for assistance placing an order reach out to BEAL admins
Can I share the Library with someone else?
Yes, with Tractor employees. The portal is password protected: share the link freely inside the company, but send the password directly to the person, never in a public channel or outside Tractor. Need the password? Ask BEAL Admins.
I can see the items but when I click on them nothing happens
To access the BEAL library you must have the passcode. Anyone with the passcode can view the library, but ONLY those logged into the shopify portal with their .drinktractor email will be able to see a product page. If you are clicking a product and the page just reloads, simply log into your account and revist the BEAL page.
What if the Library doesn't have what I need?
Submit a request through the Library request form - coming soon!. Tell us what you're looking for and when you need it. If enough teams askfor the same thing, it's a good sign it belongs in the Library. Additionally if you are in need of a custommized product submit the form and check off that option
I bought or built something new. How do I add it?
For the time being message BEAL admins when you are shipping back an item you think belongs in the library. Include a photo, measurements, how it was used. We'll catalogue it, give it a SKU, and get it on the portal. In Phase 2 we will. implement the same Library request form and you will choose "Add an item.
Not sure if something qualifies to order?
Feel free to ask before you place an order or send something new to the library. It's a quick check and it keeps the system working for everyone. We can coordinate with the warehouse to ensure the correct items ship out
Contact Elliot Stack or Nika Paulin on Slack Browse the Library