Maybe we should have a shared template document for each group with the following information

• Group base location, e.g. LA, Berlin, Delhi...
• Person in charge (with contact details), e.g. Drew, Piyush, Aniqa, ...
• Inventory (with description and amount):
  • Fixed, e.g. banners, tablecloths, etc.
  • Giveaways, e.g.stickers, pens, etc.
  • Sellable items (with prices), e.g. T-shirts, sweaters, etc.
  • Demo devices, e.g. Steam Deck, laptop, drawing tablet, etc.
• ...

Turn it into a PDF form with fields (quite easy to do in LibreOffice) and share a copy with each group on collaborate. After each event, they update the fields that changed and we can keep track of who has what and how many

So a very rough idea of what I mean I put together in 20 minutes:

If this is kept in a shared folder for the network team on collaborate and, as long as it is kept up to date, we can always know who has what and what they need.

I like the idea, my only concern is how we will update it. Will we fill out a new form every time when the items are updated?