EPTEX FAQ
1. General Topics
What is EPTEX?
EPTEX is a neutral and independent platform for professional event technology. The objective of EPTEX is to create greater transparency and make collaboration within the industry easier.
EPTEX is building a comprehensive and structured data pool for professional event technology. The objective is to cover, as comprehensively as reasonably possible, all relevant products that exist on the global market or are still in professional use. This explicitly includes older and discontinued products that are still used by rental companies, production companies or in permanent installations.
A central element of EPTEX is the ability for companies to link their own product inventories to EPTEX products. This allows them to make visible which products they hold in their inventory and at which locations those products are held. Each company decides which products it publishes and whether those products are offered for Rental, Used Equipment Sales or both.
This connection between a company's internal inventory and the standardized EPTEX product data is one of the core elements of EPTEX and enables many additional platform functions.
What problem does EPTEX solve?
Product information in the professional event technology industry is currently distributed across many different sources and systems. Manufacturer websites, data sheets, Rental Software Systems, internal databases and company specific product naming often use different structures and terminology.
EPTEX creates a common structured reference for technical products. This makes products easier to find and compare and allows companies to link their internal product inventories to a common product standard.
This supports the identification of technically suitable alternatives, the discovery of potential Vendors and clearer communication between different market participants.
Who is EPTEX designed for?
EPTEX is designed for professional users in the event technology and event production industry and not for consumers.
The main target groups include rental companies, manufacturers and Brands, production companies, planners, designers, technicians, dealers and distributors, venues, system integrators, providers of Rental Software Systems and providers of other professional industry software solutions.
EPTEX is open to cooperation with all relevant professional market participants.
Is EPTEX independent?
Yes. EPTEX is neutral and independent.
No manufacturer, rental company or provider of a Rental Software System holds an ownership interest in EPTEX.
No individual market participant has control over EPTEX technical data standards, categories, attribute structures or the approval of product data.
EPTEX defines and develops its own data standards. At the same time, EPTEX considers feedback and practical experience from manufacturers, rental companies, planners, designers, technicians and other professional users when continuously improving these standards.
Who are the shareholders of EPTEX?
The shareholders of EPTEX GmbH are Dr. Detlef Kayser, Dr. Rainer Barth, Jerry Peter Appelt, Klaas Kayser, Pascal von Seth and Morten Carlsson.
Is EPTEX a global platform?
Yes. EPTEX is designed as a global platform and is not limited to individual countries or regions.
Regional differences can be reflected within the product data. These may include different technical standards, certifications, electrical requirements, radio frequencies and regulatory requirements.
Where regional product versions differ technically or from a regulatory perspective, those differences can be represented accordingly.
Does EPTEX buy, sell or rent equipment itself?
No. EPTEX itself does not buy, sell or rent equipment.
All transactions take place directly between the Vendor and the interested party. EPTEX is not a contractual party to the underlying transaction.
EPTEX currently does not handle bookings, contracts, payments, invoicing or logistics between the Vendor and the interested party.
EPTEX also does not determine Rental pricing or equipment availability.
2. Products and Product Data
What types of products are included in EPTEX?
EPTEX is intended to cover the full range of professional event technology equipment over time.
This includes products used in professional lighting, audio, video, rigging, automation, communications, power distribution, generators, staging, structures, cabling, special effects, IT and networking and other technical areas used in professional event production, rental operations and installations.
EPTEX focuses on professional equipment rather than typical consumer products.
Are older and discontinued products included?
Yes. This is an important part of the EPTEX concept.
Professional event technology equipment often has a very long operational life. Products may remain in rental inventories, production companies or permanent installations for many years after the manufacturer has discontinued them.
EPTEX therefore explicitly aims to include older and discontinued products and to make their technical data available as comprehensively as possible.
Are installation only products included?
Yes. Products designed primarily or exclusively for permanent installations can also be included in EPTEX.
How many categories and subcategories are available?
EPTEX uses an extensive structure of main categories and specialized subcategories.
This structure is continuously developed and adapted to new products, technologies and industry requirements. For this reason, EPTEX does not define a permanently fixed number of categories or subcategories.
What technical information is available for each product?
The technical information depends on the respective product category.
EPTEX uses category specific attribute structures that are designed to reflect the technical characteristics professional users typically need for search, comparison, planning and selection.
Depending on the product type, this can include dimensions, weight, electrical requirements, performance values, connectors, control protocols, mechanical characteristics, environmental specifications and other product specific technical properties.
EPTEX does not aim to reproduce every single specification found in a manufacturer data sheet. The focus is on structured information that supports meaningful search and comparison.
Does every product exist as one EPTEX Master Product?
EPTEX aims to represent regular market products as clearly as possible through standardized Master Products and to avoid duplicates.
With a global data pool, however, incomplete information, regional naming differences, historical product variants and inconsistent source material can occur.
EPTEX therefore cannot guarantee complete error free data. Data quality, product assignments and product structures are continuously reviewed and improved.
What happens if a product is not yet available in EPTEX?
Users can request that missing products be added to EPTEX.
This is particularly relevant when companies want to link their own product inventories to EPTEX. If regular market products are identified during this process that are not yet included in EPTEX, EPTEX aims to add those products as comprehensively as possible.
Can custom built or proprietary products be added?
Yes.
Custom built and proprietary products can be created as independent products in EPTEX and can be listed under the name of the respective provider.
This makes it possible to represent products that do not exist as regular commercial production models.
How current is the EPTEX product data?
EPTEX product data is continuously updated and improved.
New or better information, manufacturer data, user feedback and corrections can result in existing product information being expanded or amended.
EPTEX treats its product database as a continuously evolving data pool.
Where does the product data come from?
EPTEX uses different publicly available information sources as well as contributions from manufacturers and users.
Official manufacturer data and manufacturer controlled sources are preferred whenever available.
Other publicly available sources may be used as supplementary sources when manufacturer information is unavailable or insufficiently structured.
EPTEX also uses AI supported research and internal validation mechanisms.
How accurate is the technical information in EPTEX?
EPTEX aims to present product information as accurately, consistently and currently as possible.
Despite extensive research and continuous improvement, errors, omissions or outdated information cannot be completely excluded.
Technical specifications may also vary between product versions, production periods or regions.
All information is therefore provided without warranty.
Where technical information is relevant to safety, regulatory requirements, contractual decisions or other critical applications, users should additionally verify the information directly with the manufacturer or another authoritative source.
Can incorrect or incomplete data be reported?
Yes.
Users, manufacturers and other authorized companies can report incorrect, incomplete or outdated product information and can request changes or additions.
The submitted information is then reviewed by EPTEX.
EPTEX retains final control over approval, structure, category assignment and classification of EPTEX Master Product data.
3. Search, Filters and Comparison
How do I find products in EPTEX?
Products can be found through product search, categories and subcategories.
If the manufacturer or model is known, users can search for it directly.
Alternatively, users can select the relevant product category and use technical attributes to narrow down the results.
This makes it possible to find products based on their actual technical characteristics rather than only through manufacturer or model names.
Can I search by technical specifications?
Yes.
Technical filtering is one of the core functions of EPTEX.
Different technical attributes are available depending on the relevant subcategory. These filters allow users to narrow the product selection according to specific technical requirements.
For example, users may search for products based on performance values, dimensions, weight, connector types or other relevant technical properties.
Can I compare several products directly?
Yes.
Products can be selected in the Product Catalog using the relevant checkboxes and then compared directly using the Compare function.
The technical attributes of the selected products are displayed side by side.
This makes differences and similarities between products easy to identify.
Can I find technically suitable alternatives to a specific product?
Yes.
Using structured technical data and filters, users can define relevant technical requirements and search within the corresponding product category for products that meet those requirements.
This can reveal products from manufacturers that the user may not previously have considered.
The identification of alternatives currently uses structured product data and filters rather than an AI based alternative search.
Can I save products in lists?
Yes.
Users can create and save product lists for different purposes.
Lists can be assigned Labels so that they can be organized by project, application or other individual criteria.
Lists can also be sent to others and shared within a company.
4. Companies, Vendors and Locations
Can I search for companies in EPTEX?
Yes.
In addition to products, users can search specifically for companies and Vendors.
The search can also be narrowed geographically or by proximity to a particular location.
What is a Vendor in EPTEX?
Companies that make equipment available through EPTEX can be found and selected as Vendors.
The respective company decides which products it publishes.
EPTEX does not determine which products a Vendor must make visible.
Can I see which companies have a specific product in their inventory?
Yes.
If companies have linked their inventory to EPTEX and published the relevant products, users can see which Vendors hold a particular product in their inventory.
Users can also identify whether a product is offered for Rental, Used Equipment Sales or both.
Inventory quantities are not displayed.
Can I see which company location offers a product?
Yes.
Companies with multiple locations can manage their product inventories by location.
This allows users to identify the location at which a published product is held.
What company information is publicly visible?
Companies can publish company information and business contact details.
Publicly visible information includes business information and business email addresses.
Personal details of individual contacts are not displayed publicly.
Can companies provide different contact addresses for different purposes?
Yes.
Companies can provide separate business email addresses for Rental inquiries and Used Equipment Sales for each Location.
This allows inquiries to be routed directly to the appropriate destination.
Can I contact a company through EPTEX?
Yes.
Users can send an inquiry to a Vendor through EPTEX.
The Vendor currently receives the inquiry by email and can then respond directly outside EPTEX.
Which product information is included in an inquiry?
When an inquiry is sent through EPTEX, the Vendor's internal product name and internal product code can be displayed and included together with the relevant EPTEX product.
This ensures that the recipient can clearly identify which internal product the inquiry refers to.
The interested party can also see these details and therefore understand the Vendor's original or internal product designation.
5. Registration and Company Accounts
Do I need to register to use EPTEX?
No.
EPTEX can be used without registration for basic search and information purposes.
Registration is required for additional functions such as personal lists, company administration and linking a company's own product inventory to EPTEX.
How does a company register as a Vendor?
Company registration starts with a personal user account.
A responsible user first registers personally and can then register a company with EPTEX.
The company is reviewed and verified by EPTEX.
The relevant company functions become available after successful verification.
Why does EPTEX verify companies?
Verification is intended to ensure that company functions and published inventories are managed by an authorized representative of the respective company.
After verification, the company can independently link products, manage users, create Locations and control the visibility of its inventory.
Can a company manage multiple users?
Yes.
A verified company can assign multiple users to its company account and manage those users.
Can a company manage multiple Locations or branches?
Yes.
Companies can manage multiple Locations.
Separate product inventories and contact information can be maintained for each Location.
The company decides which Locations and which product information are publicly visible.
6. Mapping and Inventory Linking
What does Mapping mean in EPTEX?
Mapping means linking a company's internal product data to the corresponding EPTEX products.
For example, a company may use its own internal item number and internal product name. Mapping connects that internal record with the corresponding EPTEX product.
This connection is one of the core elements of EPTEX and enables many additional platform functions.
Why is Mapping important for rental companies?
Mapping allows a rental company to connect its internal inventory to the standardized EPTEX product data.
This enables the company to show which products it holds and at which Locations those products are held.
The company can also decide which of those products are published and whether they are offered for Rental, Used Equipment Sales or both.
Mapping also allows internal product names and internal product codes to be included in inquiries, helping to ensure clear communication between the interested party and the Vendor.
Is Mapping mandatory?
No.
Companies can use EPTEX without Mapping.
However, many of the more advanced functions for rental companies and other Vendors become significantly more useful once the company's own inventory is linked to EPTEX products.
Mapping can be completed gradually. A company does not need to link its entire inventory at once.
What data is required for Mapping?
At minimum, the company's internal product code and internal product name are required as a starting point.
An Excel file can be used for this purpose.
EPTEX then prepares the file for upload with the support of AI and currently handles the upload of complete inventory lists.
Companies can also add individual products themselves.
What happens if information is missing or incomplete?
Missing or incomplete information is displayed as Errors and can then be corrected.
After upload, the relevant data can be amended. This also includes category assignments.
Changes to existing EPTEX Master Product data must still be reviewed and approved by EPTEX.
Who decides which mapped products are published?
The company itself.
A company decides at any time which linked products and Locations are publicly visible.
Publication can also be deactivated again later.
EPTEX does not require a minimum number of products for the use of company functions.
Does EPTEX store a company's operational business data?
EPTEX focuses on linking company inventory to standardized product data.
Operational company data such as pricing, specific availability, serial numbers or other internal inventory details do not become part of the EPTEX Master Product data.
Can EPTEX replace an existing Rental Software System?
No.
EPTEX does not replace Rental Software Systems.
EPTEX complements existing systems by providing standardized technical product information, Mapping and cross company product comparability.
The company's operational processes remain within its existing business systems.
Are interfaces to Rental Software Systems already available?
Such interfaces are not yet generally available.
EPTEX intends to provide different interfaces and integration options in the future for Rental Software Systems, other professional industry software solutions and other platform users.
Once such interfaces are available, EPTEX can also serve as a technical master data source for other systems.
7. Rental and Used Equipment Sales
How does EPTEX support rental companies?
EPTEX helps rental companies connect their own product inventories to a standardized technical product data pool.
This makes products easier to identify and compare.
Technically suitable alternatives can be identified more easily, including products from other manufacturers or products that may use different internal naming.
This can help reduce unnecessary cross rentals.
If a cross rental is necessary, other suitable products and Vendors can be identified more easily.
This can reduce transportation distances and logistical effort and can also help reduce environmental impact and CO2 emissions.
Can a company offer products for Rental?
Yes.
A company can decide which of its published products are offered for Rental.
This decision remains entirely with the respective company.
Can a company offer Used Equipment?
Yes.
Companies can identify published products as available for Used Equipment Sales.
The offer remains connected to the corresponding EPTEX product, allowing interested users to clearly identify the technical product information and the respective Vendor.
Can equipment be announced before a future sales date?
Yes.
A company can define a future date for Used Equipment Sales.
This allows equipment to be presented in advance as planned for future Used Equipment Sales, for example when it is expected to return from a tour or a long term project.
Where does the actual transaction take place?
All transactions take place directly between the Vendor and the interested party.
EPTEX provides the connection and relevant information but is not a contractual party to the transaction.
8. Manufacturers and Brands
Why should a manufacturer use EPTEX?
EPTEX provides manufacturers and Brands with a neutral platform where products can be presented through structured technical information and discovered by professional users.
The product presentation is not based only on marketing language but also on technical data and standardized attribute structures.
Manufacturers also benefit from the fact that their products can be discovered through technical characteristics, even when a user does not already know the Brand or model name.
Can companies manage their Brands?
Yes.
Companies can create new Brands or claim existing Brands.
The corresponding assignment is reviewed and approved by EPTEX.
After approval, a company can manage multiple Brands.
Can Brand representatives change product data?
Authorized Brand representatives can easily request changes to product data.
Requested changes are reviewed by EPTEX before publication.
This helps maintain a consistent central data structure.
Can manufacturers or Brand representatives add new products?
Yes.
Authorized companies and Brand representatives can request that new products from their own Brand be added to EPTEX.
These products are also reviewed by EPTEX before publication.
Who has final control over product structure and categories?
EPTEX.
Although manufacturers, Brand representatives and other users can suggest changes and new products, EPTEX retains final control over product structure, categories, attributes and approval.
This is intended to maintain a consistent and independent technical data foundation.
9. Dealers and Distributors
What opportunities does EPTEX offer dealers and distributors?
Dealers and distributors are part of the professional EPTEX target group.
They can use EPTEX as an information platform and can use advertising to create awareness for their company, services or offering.
New products cannot currently be listed by dealers or distributors as direct sales offers through EPTEX.
EPTEX remains a neutral technical product platform for new products.
10. Production Companies, Planners, Designers and Technicians
What does EPTEX offer production companies?
Production companies can identify suitable products and Vendors more efficiently and compare technical alternatives.
Structured product search can be particularly useful when a project has specific technical requirements but different Brands or models could meet those requirements.
Geographic Vendor search can also help identify suitable Vendors located near the project or venue.
What does EPTEX offer planners, designers and technicians?
EPTEX allows planners, designers and technicians to select products based on technical requirements rather than relying only on Brand awareness.
This can reveal additional technically suitable alternatives and make it easier to identify appropriate products.
Standardized product data and comparison functions support more objective technical evaluation.
11. Venues and System Integrators
Can EPTEX also be used by venues and system integrators?
Yes.
Venues and system integrators are also part of the professional EPTEX target group.
Products used in permanent installations can generally be linked to EPTEX products.
This is particularly relevant if those products are later intended for Rental or Used Equipment Sales.
EPTEX is not intended to serve as a comprehensive installation management or maintenance system.
12. Images and Usage Rights
Where do the product images in EPTEX come from?
Product images can be uploaded by users, manufacturers, Brand representatives and other authorized parties.
Where such uploads are not available, EPTEX may also use product images from publicly available manufacturer sources.
Who may upload images?
Any user may upload images provided that the user has the necessary rights.
By uploading an image, the user confirms that they are entitled to grant EPTEX the necessary usage rights for use of the image within the platform.
Uploaded images are reviewed or approved by EPTEX before publication.
Does displaying an image on EPTEX grant users any usage rights?
No.
The display of an image on EPTEX does not grant users any right to use that image outside EPTEX.
Users may not assume that they have the right to reuse, republish, distribute or otherwise use an image outside EPTEX simply because it is displayed on the platform.
The relevant rights remain with the respective rights holder.
Anyone wishing to use an image outside EPTEX must obtain the necessary permission from the rights holder independently.
What happens if a rights holder objects to an image used on EPTEX?
EPTEX reviews such notices.
Where an objection is justified, the relevant image can be removed or replaced.
13. Pricing and Commercial Model
Is EPTEX free to use?
Yes.
All regular EPTEX platform functions are currently free of charge.
This applies to individual users as well as company functions.
Paid services are limited to optional additional services such as advertising.
Do manufacturers have to pay for the presentation of their products?
No.
The presentation of companies, Brands and products within EPTEX is generally free of charge.
Manufacturers do not have to pay for their products to be included in EPTEX or for legitimate corrections to product data to be reviewed.
Can companies advertise on EPTEX?
Yes.
Advertising opportunities are generally available to professional companies within the industry.
Advertising is an optional paid service and is independent from the regular free use of the platform.
14. Onboarding and Support
How does a company get started with EPTEX?
A responsible user first registers a personal account.
The company can then be registered.
After successful verification by EPTEX, the company functions can be used and product inventories can be linked.
Does EPTEX support companies during onboarding?
Yes.
EPTEX provides personal support to companies during onboarding and when linking their product inventories.
This support is currently also free of charge.
How long does onboarding take?
The duration depends on the size and quality of the company's existing data.
Companies do not need to link their entire inventory at once. Mapping can be completed gradually.
For larger inventories, companies can provide EPTEX with an Excel file containing at least the internal product code and internal product name.
EPTEX prepares the data for upload with the support of AI and currently handles the upload of complete inventory lists.
Is formal training available?
EPTEX currently does not offer a formal training program.
Personal support is available where required for setup and use of the platform.
15. AI and Continuous Development
Does EPTEX use AI?
Yes. EPTEX uses AI.
How does EPTEX continue to develop?
EPTEX is continuously developed and regularly expanded with new functionality.
Development is guided by practical industry requirements and user feedback.
When new technologies or new product types emerge, categories, attributes and data structures can be adapted accordingly.
User feedback is an important part of the continuous improvement of EPTEX.
16. Privacy
How does EPTEX handle privacy and data protection?
Detailed information on the processing of personal data, user rights and the relevant data protection measures is provided in the current EPTEX Privacy Policy.
The Privacy Policy is available directly through the platform.
17. Feedback and Corrections
What should I do if I find an error?
EPTEX continuously works to improve the quality and completeness of its data.
If users, manufacturers or other market participants identify incorrect, incomplete or outdated information, they can report it through the relevant feedback and change request functions.
EPTEX reviews these submissions and makes corrections or additions where appropriate.
All technical information provided through EPTEX is supplied without warranty. Critical technical information should be verified against authoritative manufacturer information whenever required.
Eptex, August 2026