How to choose well its event providers?

Many organizational positions of an event require the use of external professionals. Event management companies will surely find suitable providers for the management of your event, the audiovisual, catering and animation in particular but for many other activities such as printing, decoration or ticketing.

When organizing your first event, you may feel a bit lonely in this search. We give you the right approach to choose for your service providers.

Writing the brief

The first step in event management search for a service provider will be to write a complete brief (otherwise known as a specification) of your project and your needs in order to receive in return the most precise and adapted proposals possible.
Describe the story of your project / company. How was this project born? What values do you carry through it? What are the missions of your company / association? Describe the events that you or your company have already organized. The better you describe yourself, the more the "candidates" will be able to adapt their offer to your needs.
Indicate clearly the objectives of the event you want to organize: brand activation, artistic approach, goal-term image (values, expertise ...) and awareness (local, regional, national or international ...).
In the last part of your specifications, detail your <strong> budget </ strong> to allocate. Make sure you stay consistent with the rest of the brief and do not hesitate to indicate a budget range to give some leeway.

First selection

On the Internet, many platforms make it possible to connect event organizers and service providers. It is nevertheless more difficult to know which of them will be the best for your event.
So navigate on these platforms and make a first selection. For this, look at their experience and references to get an idea of their professionalism. Among those that seem most relevant to you, select the ones whose rates match your budget and send them your detailed brief.
Put them in competition by tender on the essential and critical positions of your event.

Qualities needed by a provider

You should receive a number of proposals. The speed of return can already allow you to sort. A provider who responds more than 48 hours after a request may not be able to reassure you in the inevitable rush periods when organizing events.
3 qualities are essential for contractors: responsiveness, availability and adaptability.
A true relationship of trust and mutual help will have to be created for your event to run smoothly. Valuate providers who will try to contact you by phone, why not meet them in real life? It may be easier to judge your feeling in real life, it is important to be comfortable and to ask any questions you have. Especially on some technical positions, requesting support as well as a service.
Compare the different quotes and make sure they meet 100% of your specifications. After a final check on Google of the opinions posted on their services, stop your choice on two different companies. In this way you will know who to contact in case of emergency, to be ready for any eventuality.
Once the event has passed, it will be necessary to make a <strong> assessment </ strong> with him on your respective visions of the project. List areas for improvement and those to be continued. You will know who to contact for your next event. Stay open to other offers on the market. Faithfulness and open-mindedness will allow you every year to calmly apprehend the research stage of your service providers.