Add another projector? Did BAPS get another one? :)
I really would love to see an Omni-wide inventory management system that has an integrated reservation protocol, which would help streamline aspects of events like this. Unfortunately, this would be a lot of work to maintain (I'm told).
So for now, I think having an online database with all of Omni's (and it's collectives') open access tools/machines/etc with contact info for each is the best way to go.
I.e. Sending a direct email or text to whomever owns/stewards the tool/machine someone wishes to use, and the owner/steward keep track of the item's calendar.
It's what people have already been doing, but I still see that there is confusion around the topic.