How To Choose Your Event Partner

Choosing the right event partners is one of the most critical steps in planning a successful event. These partners provide the experience and services that directly impact the quality and outcome of your event. Selecting partners who align with your company culture, event’s goals, budget, and timeline ensures everything runs smoothly.

Here’s a guide to help you choose the right partners for your next event.

Define Your Event Needs and Budget

Before you even begin looking for event partners, take time to clearly define your event’s goals and set a realistic budget. What services do you require?

• Production: Will you need a full-service production team, event design, technical direction, or content creation?
• AV/Technical Services: Do you need lighting, sound systems, projectors, or video production?
• Entertainment: Will you need a DJ, live band, speakers, or performers?
• Decor: Are you looking for flowers, custom signage, or other décor elements?
• Event Staffing: Do you need additional personnel like security, registration desk staff, or servers?

Having a clear understanding of your event requirements will guide you in narrowing down potential partners. Once you’ve listed your needs, set a realistic budget that allows flexibility but ensures you can secure quality partners for each category.

Do Your Research and Build a List

Start your search by gathering recommendations from trusted sources, including colleagues, other event planners, or online event planning platforms. You can also search for partners via social media, industry websites, or directories.

• Word of Mouth: Ask for personal recommendations from people who have worked with the companies. Reviews and testimonials can provide a good sense of their reliability and quality of their work.
• Online Reviews: Read reviews and feedback on websites, social media, and event industry platforms. Keep an eye out for both positive and negative reviews to gauge the company’s strengths and weaknesses.
• Previous Work: Review their portfolio or case studies. Look at photos and videos from their past events to see if their style aligns with your vision.

This research will help you build a shortlist of partners to

Evaluate Experience and Expertise

When selecting event partners, it’s important to evaluate their experience and expertise, in the “type” of event you’re planning. For example, a company who specializes in weddings may not have the same experience with corporate conferences or large public events.

• Experience in Event Type: Ensure the company has experience in handling a like scale and type of event you are planning. A vendor who regularly handles smaller private events might struggle with large-scale conferences or high-profile events.
• Industry Reputation: Check whether they are well-established in the industry and have a reputation for delivering quality services. Experienced partners will know how to deal with unexpected challenges that may arise during the event.

Assess Communication and Professionalism

Clear communication is key to a successful partnership with your event partners. You want partners who are responsive, professional, organized, and willing to work with you to meet your needs.

• Initial Communication: How quickly do they respond to your inquiry? Are they open to answering all your questions and providing information about their services?
• Consultations: If possible, meet potential event partners in person or schedule a video call to discuss your event in detail. A face-to-face meeting helps assess whether they understand your vision and have the right attitude and approach.
• Professionalism: Look for partners who are punctual, deliver on the ask, and are thorough in their proposals. A professional partner should provide a contract, clear terms, and transparent pricing. Their communication should be respectful of your time and needs.

A positive relationship with event partners often translates to better collaboration and a seamless event.

Review Portfolios and References

Most companies will have a portfolio showcasing their past work. Reviewing this portfolio helps you understand the style, quality, and whether it aligns with your event’s vision. Additionally, ask for references from past clients, especially those who have hosted events similar to yours.

• Portfolio: Does the portfolio demonstrate creativity, attention to detail, and consistency in delivering high-quality results?
• References: Ask previous clients about their experience working with the potential event partner. Were they satisfied with the service? Did they handle unexpected challenges effectively? Did they meet deadlines and work within budget?

This information gives you confidence in the ability to deliver to your expectations.

Check for Insurance and Licensing

Ensure that all companies are properly insured and licensed to provide the services they offer. For example, catering companies should have health department permits, AV companies should carry liability insurance, and entertainment companies should have performance licenses if needed.

• Insurance: Companies should provide proof of general liability insurance to protect you in case of accidents or damage during the event.
• Licensing: Depending on your location and event type, certain companies may require special permits or licenses. Ensure that they comply with all necessary regulations.

This ensures you avoid potential legal or financial issues during the event.

Review Contracts and Terms

Once you’ve selected your event partners, make sure to review the contracts carefully before signing anything. The contract should outline the scope of work, timeline, deliverables, payment terms, cancellation policies, and any other important details.

• Scope of Work: Ensure the contract clearly defines the services they will provide, including timelines, responsibilities, and specific deliverables.
• Understand Exclusivities: Make sure you have a clear understanding of the property/venues exclusive services or additional charges. Examples: Labor, AV, Rigging, Power, Internet, and more. There are rules and regulations for bringing in outside event partners and you will want to choose a partner that can manage the additional communication and collaboration needed between all parties.
• Payment Schedule: Understand payment terms. Are payments due upfront, or in installments? Are there deposits required, and when are final payments due?
• Cancellations and Refunds: Ensure that the cancellation policy is clear. If something goes wrong or the event is canceled, you want to know your options for a refund or rescheduling.

Having a clear contract in place helps prevent misunderstandings or surprises.

Align with Your Event’s Vision

Finally, choose partners who can contribute to making your event unique and memorable. Whether it’s the theme, branding, or atmosphere, the right partner should contribute to the overall success.

• Creativity: Look for companies who show creativity, understand the newest technological options, and are innovative in their approach. They should suggest ideas that enhance your event while staying within your vision and budget.
• Style and Aesthetic: Ensure the style matches the look and feel you want for your event. Whether you’re going for a formal, sleek, or an experiential, whimsical event, the right partner should understand your vision and elevate it.

Trust Your Instincts

Finally, trust your instincts!  If you have concerns about a company’s abilities or professionalism, it’s better to explore other options. It’s essential that you feel comfortable and confident with your choices, as they are an integral part of bringing your event to life.

Conclusion

Choosing the right event partners is critical to the success of your event. By conducting thorough research, evaluating experience, assessing communication, and reviewing contracts, you can ensure your event runs smoothly and meets your expectations. Trusted, reliable partners will work with you to execute every detail flawlessly, leaving a lasting impression on your guests and ensuring your event is a success.

Get in touch to explore our expertise in large-scale event design and production