Have you ever hired an event production company for a very memorable event? I have. It happened a month ago. The odd part is that I still haven’t met the producer. We did talk over the phone a number of times, but I think that’s the only interaction we had. Even though I never got to meet him, the event was still perfect. The details were amazing!
Needless to say, the industry of event planning and production is evolving. It’s as if event production companies are everywhere. They pop up all over the place. And obviously, producers don’t need to attend the event anymore. With the marketing today and fancybrochures and websites, it’s quite difficult to distinguish the pros in this industry.
Below are ten questions you need to ask when choosing the best event production company. If you want your event to be successful, you need to ask these:
Does the event production company have a good reputation?
The best wayto know that you have chosen the right event production company is by getting in touch with their previous customers. Talk to the people who have previously worked with them. Event production companies need to protect their reputation. Without it, they wouldn’t strive hard and work 20 hours straight to deliver their job. You can easily get unbiased opinions from their venues.Ask them who they have worked with and who they’d do business with in the future.
If the answer to this question is “NO”, then, it’s time for you to choose another company.
Does the company specialize in what you need?
Event production companies are different. Each has it’s own specialty. It may be any of the following:
- Décor
- Large scale
- Custom staging
- Wedding
- Corporate events
- AV
- Concerts
What kind of service do you need the company to deliver? Do you need to build a 1950s beach inside a warehouse? Do you need a fairytale-themed wedding with rainbows and unicorns? Whatever it is that you need, make sure the company can help you. Your objective is to get things done correctly, so they should go according to plan.
Does the company have resources needed for the special event?
It’s important for an event production company to have the resources needed to deliver the services you need. What resources should the company have? You don’t need to have a layered CAD rendering for your event. However, make sure that the company uses a software in producing a to-scale floor plan.
It’ll be a shame to wait for weeks for a rendering only to receive hand-drawn circles on a piece of paper. If this is the case, then you’ll need to move on and shop around.
How much does the company charge?
Notice that the question is about the amount, and not if it’s cheap. If you’re looking for the cheapest producers, then this isn’t the right place for you.As a consumer, you want the best services, and the services should be at a reasonable price. Some people are out of control , so make sure you’re getting the best value for your money.
Does the production company know where the event will take place?
An event production company is only as good as the vendors it hires. Being familiar with the locale is necessary. After all, these locales are the ones who know where to go in getting the best service at a fair price.
Or you can hire a major production company that trucks their equipment across the country. They do everything so it’s a lot easier for you.
Does the company have adequate insurance?
A production company should have a General Liability Insurance and Worker’s Comp. Or they should at least provide a certificate that names specific entities as “additional insured” at limits requested.
Is the company willing to create the event you envision?
The production company you hire should know how to listen. They should understand you and should be willing to help you do what’s best for your event. You need to know if the company just wants to do what they want or if they’re doing what you want. It’s important that the event is built according to what the client specified.
Can the production company devote time to your event?
Event production companies are sales-driven. That means that if they’re too busy while you wait for a callback before signing the agreement, then move on. It may be hard to say no and turn away business. But never let your event be their case study. Choose a company who is willing to work with you for your event.
Is the company a real production company?
Before you choose a company, you need to know if it’s legitimately an event production company. A rental company is NOT a production company.Never hire a rental company who acts like they’re producers. Here is a tip to help you tell if it’s a rental company or not. Confirm their overall knowledge with event building.
Producers know:
- The required measurement for a cocktail party with soft seating
- The number of bathrooms needed per person
- The power requirements for the event
- The amount of time to budget for load in and strike
- When special permitting is needed
Experienced producers will also ask you the right questions:
- What is the purpose of the event?
- What are the guests like?
- What does the group enjoy?
- What would change from the event last year?
If you don’t get these results, then continue to shop around until you find the right production company.
Do you like working with the company?
Learn to trust your gut. It’s very important for you to enjoy working with the event production team. That’s because it will make your event and the overall experience better.
There’s nothing more fulfilling than doing a killer event and then running around to celebrate it with the ones who made it successful. It probably won’t be the last time you’ll work together for an event.
I hope these tips help you. Let us know in the comments below what your experiences are!
