FULFILLMENT OPERATIONS

Your fleet lives here between events. And it's never just sitting on a shelf.

The BFS warehouse in Warsaw isn't a storage unit with a tracking number. It's a living operations center where your fleet is received, audited, prepared, dispatched, and returned - under one chain of custody, visible in real time from Biossphere Armory. Every cubic meter is accounted for. Every movement is logged. Every shipment is coordinated around your event calendar, not ours.

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See how your fleet logistics would work with BFS.

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NOT A WAREHOUSE. AN OPERATIONS CENTER.

Most 3PLs give you a shelf
and a tracking number. We give you a chain of custody.

A standard 3PL receives your pallet, scans a barcode, puts it on a rack, and ships it when you ask. They don't open the box. They don't know what's inside. They don't know if it came back complete from the last event. They don't know if it's ready for the next one.

We do - because we open every box, inspect every asset, prepare every unit, and log every step in a system you can see in real time. The warehouse is where the Event Hardware Lab lives. Storage and preparation happen under the same roof, by the same team, on the same timeline.

Before: PCs on pallets in factory packaging Before
Before: PCs on pallets in factory packaging.
After: Custom crates, loaded and secured After
After: Custom crates, loaded and secured.

Your fleet doesn't wait for logistics. Logistics is built around your fleet.

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HOW YOUR FLEET MOVES

From factory inbound to event floor - and back.

Every fleet under BFS management follows the same operational cycle. Each stage is tracked in Biossphere Armory - your global team sees the status in real time, and your local managers see only what they need for their market.

  1. Inbound receiving

    Your fleet arrives at our Warsaw hub - from the factory, from a local office, or returning from an event. Every asset is scanned, counted, and reconciled against the expected manifest. Discrepancies are flagged within hours, not weeks. Nothing enters the facility without a documented intake.

  2. Audit & preparation

    Once received, every asset goes through the Event Hardware Lab process: inspection, inventory verification, hardware modifications, software preparation, testing, cleaning. By the time it's stored, it's event-ready - not just warehoused.

  3. Storage & inventory management

    Your fleet is stored by cubic meter - not by pallet, not by shelf. You see your real-time m³ utilization in Biossphere Armory at any moment. Every asset has a location, a condition status, and a forward booking assignment. The system tracks what's available, what's reserved, and what's in transit - and flags conflicts before they become emergencies.

  4. Dispatch & last-mile coordination

    When an event approaches, your order is picked, verified against the booking in Armory, and shipped. We coordinate the right transport mode for every situation - standard courier for small local events (2-day delivery across EU), direct freight with a dedicated driver for large-scale trade shows requiring time-slot deliveries and loading bay access. Cross-border shipments outside Schengen - UK, Switzerland, and beyond - include full documentation: ATA Carnets, customs paperwork, duty-free transit coordination. Your gear arrives where it needs to be, when it needs to be there.

  5. AMD fleet on-site at Digital Dragons - delivered, deployed, event-ready
    AMD fleet on-site at Digital Dragons - delivered, deployed, event-ready.

  6. Returns & reconciliation

    After the event, the cycle reverses. Hardware returns to Warsaw, goes through full receiving and audit, re-enters the Event Hardware Lab for cleaning, testing, and re-preparation, and returns to storage - event-ready for the next booking. Every return is reconciled: what left, what came back, what's missing, what's damaged. The loop is closed.

One cycle. One facility. One team. No handoffs between providers, no blind spots between stages.

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LOGISTICS THAT FLEX

We choose transport by what the event needs, never by what costs least.

We don't operate our own trucks. We coordinate a network of trusted logistics partners - from standard courier services to dedicated freight - and match every shipment to its specific requirements. The decision isn't about cost alone. It's about what arrives, when, and in what condition.

Fleet staged for dispatch - custom crates, GPS-tracked, event-ready
Fleet staged for dispatch - custom crates, GPS-tracked, event-ready.
Standard courier

Small and local events

A press briefing in Berlin. A product demo in Amsterdam. Twenty PCs, ten peripheral sets. Standard courier (DPD, DHL, UPS) with GPS-tracked crates. Delivery in 2 days within EU. Cost-efficient, reliable, tracked.

Direct freight

Large-scale trade shows

Gamescom. IFA. MWC. Hundreds of units, strict delivery windows, loading bay reservations, advance scheduling. A dedicated driver with a single-purpose shipment. More expensive, but guaranteed: the right gear, at the right loading dock, at the right hour. No shared trucks, no transfer hubs, no delays.

Cross-border & outside Schengen

UK, Switzerland, and beyond

Shipments crossing customs borders require documentation most 3PLs won't touch. We prepare ATA Carnets for temporary export, handle customs paperwork, and coordinate duty-free transit so your hardware crosses and returns without tariffs or delays.

Emergency response

When 48 hours is the timeline

An event in Milan in 48 hours that no one remembered to book? It happens. We arrange emergency direct freight - a driver on the road within hours. The fleet arrives. The event runs. The invoice is transparent.

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BUILT TO SCALE

250 m³ today. Whatever you need tomorrow.

Our current fulfillment capacity is 250 m³ - purpose-configured for event hardware, not generic warehouse racking. But capacity is not fixed. If your fleet requires 500 m³ or 1,000 m³, we scale the facility to match. The operational model, the team, the processes, and the Armory infrastructure stay the same - the physical space adapts.

This is a deliberate architectural choice. We don't pre-build a massive warehouse and wait for clients to fill it. We scale with your fleet - so you never pay for empty space, and we never compromise on operational density. Every cubic meter under management is a cubic meter that's actively tracked, prepared, and dispatched.

250m³

current fulfillment capacity (scalable on demand)

~5,000

individual products under management

~200

active SKUs across client fleets

50+

custom transport crates in rotation

27

EU markets served from one hub

ATA

Carnet capability for non-Schengen shipments

FULL TRANSPARENCY

You never wonder where your fleet is. You look.

Every movement - inbound, storage, dispatch, return - is logged in Biossphere Armory in real time. Your global team sees the full picture: m³ utilization, forward bookings, conflict alerts, settlement summaries. Your local managers see only their market: their bookings, their shipments, their post-event returns.

This isn't a monthly report someone emails you. It's a live operational view of your fleet - the same system our warehouse team uses internally. When we scan an asset on receiving, you see it. When a crate ships, you see the GPS track. When a technician logs 45 minutes of BIOS prep against your quote, you see the line item.

Full transparency isn't a feature we added. It's the architecture everything else is built on.

BIOSSPHERE ARMORY · ACTIVITY FEED · LIVE YOU NEVER WONDER · YOU LOOK
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Your fleet is too valuable to sit in someone else's blind spot.

The Fleet Audit includes a full review of your current logistics setup - where your hardware lives, how it moves, how it returns, and what's falling through the cracks. Forty-five minutes. No sales deck.

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