Whether it is corporate event planning or wedding coordination, we work with a wide range of subcontractors throughout the process. One of the best parts of our job is that no two corporate events are ever the same, as our partners work in different industries and have different goals and ideas. One may be looking for a team building venue at Lake Balaton, another is planning a partner meeting in Budapest, and a third is thinking about an elegant business breakfast, and so on.
For almost every event, we meet subcontractors we have never worked with before. Sometimes the entire subcontractor team is new to us, and we have no previous experience with any of them. This brings a lot of advantages, but it also means we need to be aware of potential pitfalls.
Below we have collected the key signs that help us identify truly professional event service providers, whether they are venues, equipment rental companies, restaurants or any other partners involved in an event.
1. Website
Our main considerations:
- – What does the company’s website look like? What kind of atmosphere and design does it convey?
- – Is it clear what they do and how they work?
- – We check their references, gallery and introduction section.
The overall image and quality of the website usually indicate the expected level of their services, giving us a good idea of what we can expect.
2. Initial Contact
In most cases, we first discuss the event by phone, then follow up with all details in an email. The phone conversation and the email exchanges further shape our impression of the service provider.
- – During the phone call, they are polite, friendly, enthusiastic and genuinely interested. They assess our needs and also what we already know about their service.
- – They deliver the proposal by the agreed deadline. If something unexpected happens, they notify us in advance about any delay.
- – Their proposal is clear, easy to understand and transparent. They answer all our questions and make helpful suggestions to ensure the highest possible quality. They point out any potential risks (for example, what happens in case of bad weather).
- – During the phone call, they sound uninterested, rushed or condescending. You leave the conversation feeling as if you were doing them a favour by requesting an offer.
- – There is no confirmation that they will send a proposal or when to expect it nothing at all.
- – Even after the call and several follow-ups, they still do not respond.
- – When the proposal does arrive, they haven’t even bothered to update the previous document your company name and event date are wrong or missing. It also lacks items you explicitly requested (this is most common with restaurants and hotels).
- – It is unclear whether the prices include VAT or not, and no information is provided. When you ask, you only receive a reply days later. (Information said over the phone is not enough if it is not written down, it can easily lead to disputes.).
- – The entire proposal is confusing and unclear.
3. Finalizing the proposal, signing the contract and the pre-event phase
This period is usually the longest, and by this stage it becomes very clear who is professional and which subcontractors may cause problems.
A professional service provider:
- – They respond to modification requests, brainstorm with us, pay attention to details and support the planning process.
- – They carefully prepare their part of the service and communicate well.
- – During the site visit (especially for hotels, restaurants or larger events) they are communicative, flexible and helpful.
- – Their draft contract is balanced: it protects both their interests and ours, and includes clear clauses for force majeure situations (such as COVID).
- – The pre-event planning period is smooth and well organized; all adjustments happen as agreed and promised.
A non-professional service provider:
- – They react slowly and inflexibly to modification requests.
- – They increase previously quoted prices without explanation, sometimes even doubling them. If you point out the issue, they do not respond.
- – Services promised as complimentary and confirmed in writing suddenly become extra charges.
- – During the site visit, they are unprepared, bored, rushed or dismissive.
- – We recently attended a site visit where, after viewing the venue, the provider confronted us with an unexpected situation: the services that had been agreed upon, recommended by them, put in writing and included in the contract were suddenly “not suitable,” as their business interests had changed. They then presented an alternative that would significantly increase costs for our client and require changes to the entire event plan.
- – Their contracts are one-sided, with no flexibility for necessary adjustments.
- – The pre-event period is characterized by chaos, uncertainty and inaccuracy. You need to remind them repeatedly, often by searching for and quoting their previous emails to recall their own commitments.
4. The day of the event
On the day of the event, everyone is excited including us, the event planners. Throughout the planning process, we do everything we can to ensure that the event unfolds exactly according to our clients’ expectations and vision, and we rely heavily on our subcontractors to achieve this.
A professional service provider:
- – Arrives at the venue on time.
- – Is polite, calm and prepares their service exactly as agreed.
- – Does everything they can to deliver their service at the highest possible standard.
- – Immediately notifies us of any unexpected issues.
- – Is courteous and attentive with guests.
A non-professional service provider:
- – Does not arrive at the venue on time.
- – Despite the site visit, layout plan and schedules, they are still not familiar with the event.
- – Their services are poorly prepared and fall short of the expected quality.
- – They are careless, unprofessional and impolite.
Over the years we have learned that our events can only be truly successful if not only we give our best, but our subcontractors are also professional. We do not compromise on this. If you want to work with the best event service providers, let us organise your event!
Author: Kinga
