Event Planning Research- Part 5 -Contractors

This is the fifth of a ten part post– Event Planning Research -Contractors

Most events will require third party contractors for a wide variety of reasons. In the planning process, take into consideration what you can and cannot accomplish on your own. The possibilities for, and varieties of outside-hires are seemingly endless: from wait staff, small wares, tables and linen to video production, marketing, photography, and security.

Never go with the first service you find, always shop and compare. Research at least three different companies in each field. Some may offer a multitude of services, and take that into consideration for convenience. Check their standing with the Better Business Bureau and industry affiliations. Don’t presume, because they have a particular logo on their website, that they are members of the implied organizations. Visit the organizations site and query about your contractor. Ask who others used in the past. Word of mouth regarding their reputation goes a long way.

Procure signed copies of agreements regarding deliveries, set-up and pick-up times and dates. Make sure your venue approves the chronology. Allocate time for incidentals like late arrivals because of bad weather, traffic etc.. Stage everything you possibly can, as early as you can. Setting up your event a few hours in advance is a big relief. It will give you time to double check the overall aesthetics and make adjustments if needed.

Third party contractors may insist you sign agreement forms or contracts of their own. Some examples are liability, property rights, cancellation policy, terms and conditions, compliance with rules and laws. Who has time to read these fine print legalese documents? Often they are straight forward and sometimes a little fuzzy. For example if your renting a carousel for an outdoor family event. Ask the supplier specific questions about insurance and property damage forms. If you’re dealing with a videographer or photographer get a definitive answer about property rights, watermarks or branding. You may come across companies that want to put their name on everything and charge extra to omit. Also, they may want the material for their own marketing. If the circumstance warrants, you could get financial compensation for the release. If you can afford a lawyer to look over the documents, by all means do so.

Some convention centers around the country are union. This will most likely mean that you have to use union provided services. Research which union does what and deal directly with the convention center, not with the union. The convention center will have all the information you’ll need while the union will be only specific to its own offerings. Similarly government venues, schools, libraries, historical buildings and military establishments have restrictions on which out-side contractors you can choose from.

Researching third party contractors can be time consuming. Every now and then you will have to roll the dice. Choosing a larger company isn’t always the best decision. Working with smaller start up services can be very rewarding. Usually the prices are lower and less red tape. Also, as one of their first customers they will be more accommodating to your needs down the road. Building solid relationships for future events can save you tons of money and aggravation in the long run.

How do you decide on third party contractors? What criteria do you look for? What aspects am I missing on this important research? Write back I would love to share.