Book the date now.
Choose equipment that is still free.

Keep event booking and equipment selection in separate forms while counting each item’s availability against the original event date.

See the plugins See how it works

Moonbeam equipment Staff stock view

Event date comes from the original booking

June 12 Available

Star backdrop 0 of 2

Moon backdrop 1 of 2

June 13 Available

Star backdrop 2 of 2

Moon backdrop 2 of 2

Booking date carried over · Stock counted per day

Illustrative experience

Separate booking and equipment forms
Date carried from the booking
Inventory scoped to each event day

The finished experience

One stock count per item, per event date.

An item booked out for one day can remain available on another, even when the date was originally collected in a different form.

A good fit for
Photo-booth companies and event suppliers collecting equipment choices after the initial booking.

1

Give each equipment choice its own stock.

List the backdrops or other equipment in a choice field. Enable Advanced Inventory and define the number of each item you can supply.

GP Inventory
2

Bring the booked date into the equipment form.

Use Populate Anything to look up the original booking entry and populate its event date into a hidden field on the equipment-selection form. Configure the lookup so it matches the correct booking.

GP Populate Anything
3

Count each choice separately for that date.

Add a date scope to the inventory resource and map it to the populated date field. Hide exhausted choices so clients pick from the equipment still available for their event.

GP Inventory

Inspired by a real build

Spotlight: Linking Inventory to Dates Across Forms with Gravity Perks September 2025 Tony Schwartz waved his wand to make dates from one form apply to inventory in another form. Event mischief managed! 🪄 Read the spotlight

What you’ll need.

Start with Gravity Forms. Add the capabilities this solution needs, then make the experience your own.

GP Inventory

Tracks each equipment choice against the event-date scope and hides exhausted choices.

Explore GP Inventory

GP Populate Anything

Brings the date from the original booking into the equipment-selection form.

Explore GP Populate Anything

Before you start

Original event bookings and a separate equipment-selection form.
A reliable field or entry reference to match the equipment form to its original booking.
Stock limits per item and a date scope mapped to the populated event-date field.

Get this built.

A plan covers how many of our plugins you run at once, and on how many sites. Here is what this one needs.

Required

GP InventoryPerks
GP Populate AnythingPerks

Gravity Perks Advanced $169 /year

2 perks need Advanced or above — on up to 3 sites.

See plans for this solution

Every plan renews at the same price, and you can upgrade any time for the difference.

Make it fit
your project.

Does this cover a rental that spans several days?

The demonstrated build scopes inventory to one event date. It does not reserve every date in a multi-day range; that needs a different booking design.

Is the date on the equipment form entered again by the customer?

No. Populate Anything reads it from the matching booking and fills the hidden date field used by the inventory scope.

What if the customer changes the original booking date later?

This recipe demonstrates looking up the date for equipment selection. It does not demonstrate automatically moving an existing equipment reservation when a source booking is edited; define and test that change process separately.