Suppliers

Original eventsecrets.com Article

When choosing to subcontract some of your event work - you should think about the following areas.

1. Speak to people you know
When you are looking for new subcontractors it is always worth asking people in the industry who may be able to recommend a company or individual who offer the solution you require. When asking for a recommendation make sure that you include all of your requirements, and explain why you are looking for a new supplier.

2. Ask for references
Before you use a new supplier, ask them for references of work that they have undertaken in the past. It is important to see that the work that they have done is of a similar style and size to the work you are offering. It is no good asking a company to work at a conference for 10,000 people, when the largest event they have done is for 200.

3. Look at previous events
Look at events that have already taken place and find out who the contractors were
If you are going to be working on an event that is similar to one that has already taken place, you can try to establish which contractors worked on the event – and contact them to work on your event.

4. Look at websites and photos of work
It is important to research new suppliers – have a look at their website and ask for photos or video footage of previous work. It is often worth searching on websites like Google to see if the company you are planning to use has any good (or bad) press written about them on other websites.

5. Work with those who will be at your event
Once you are certain of the company you are going to use, try to start working with the staff who will be actually working at your event. It is always important to maintain a good working relationship with the staff who you will be relying on during your event.
You should get their team together and meet with them before your event if possible, in order to understand how they are planning to work at the event, and how they will be managing their area. This will give you a greater understanding of them as a team, and how they will interact with your own people.

6. Look for subcontractors who are close to where your event will take place
If your budget is important, try to work with people who are based near to where your event is taking place. This will enable you to save money on food, accommodation and transport as staff members will be able to go home each night and will not have far to travel each day.

7. Work with subcontractors who share your ethos
It is also important to work with people who share your ethos and way of working. Your clients will have bought into you and your organisation, because of your ethics and ethos – so you should try to work with contractors who share your work ethic.

8. Work with subcontractors who can be flexible, think for themselves, offer ideas
When you are looking for people to work with, ask potential subcontractors for their ideas and recommendations – you are using them because they are experts – so make use of that expertise.

Make sure that the subcontractors will be flexible – because there may be times that you need them to change what they are doing as the event changes from

9. Work with subcontractors who will not steal your work
You have to be able to trust your subcontractors - that they will not approach the client direct either in advance of the event, or once the event has been completed.  One of the easiest ways to stop clients talking direct to your contractors is to ensure that your contractors wear clothing, badges or passes with your company name on them.

10. Work with subcontractors that you get along with
At your event, you have to be confident that you can work with your subcontractors – these companies and their staff will become more than part of your team – they will become your team. On a personal level you need to be able to work with these people – through some of the most stressful and pressured times of your live – late at night – at a time when it has to be right.

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