What to Ask Your Event Production Company Before Hiring

Choosing the right event production company is a big decision. The AV and production setup can make a major difference in how your event looks, sounds, and feels, so it’s essential to choose a reliable and experienced partner. But with so many options, how do you know which company is the best fit for your needs?

Here are some key questions to ask an event production company before you hire them. These questions will help you learn more about their experience, services, and approach, so you can make an informed decision.

1. What Experience Do You Have with Events Like Mine?

Event production isn’t one-size-fits-all. A company that specializes in weddings may not have the same expertise as one focused on corporate events or concerts. Start by asking the company about their experience with events similar to yours.

• Ask for Examples: Request examples or case studies of similar events they’ve managed. This gives you a sense of their capabilities and experience.

• Understanding of Industry Needs: For specific industries, such as corporate events or live concerts, it’s helpful to ask if they understand unique requirements, such as audience engagement, branding, or technical needs.

Understanding their experience with events like yours helps ensure they’re prepared to meet your specific goals.

2. What Services Do You Provide, and What’s Included in Your Packages?

Every event production company offers different services, and what’s included can vary widely. Some may offer full-service packages, while others might focus only on AV or lighting. Make sure to clarify exactly what services are included and whether they align with your needs.

• Scope of Services: Ask for a list of their services, such as AV setup, lighting, staging, and on-site support. Knowing exactly what’s included helps you avoid hidden costs or unmet expectations.

• Customizable Options: If you have specific needs or a unique vision, ask if they can customize their services to match your event.

• Add-On Services: Inquire if they offer add-ons, like live streaming or special effects, that can enhance your event.

Knowing what’s included in their services gives you a clear picture of what to expect and helps you budget accurately.

3. How Do You Handle Unexpected Issues During an Event?

Even with careful planning, things don’t always go as expected. It’s essential to choose a production company that’s prepared to handle issues quickly and professionally. Ask how they manage unexpected problems and if they have backup plans.

• On-Site Support: Confirm that they’ll have technicians on-site during the event to monitor equipment and resolve issues as they come up.

• Contingency Plans: Ask if they have backup equipment and plans in place for problems like power outages, equipment malfunctions, or last-minute changes.

• Past Experiences: Consider asking them to share an example of how they managed an unexpected issue at a past event. This can give you insight into their problem-solving skills and level of preparedness.

A company with solid contingency plans can keep your event on track, even if something unexpected happens.

4. Can You Provide a Detailed Budget Estimate?

Budget transparency is crucial when hiring an event production company. A detailed budget estimate helps you understand the costs associated with each service and avoid unexpected fees.

• Breakdown of Costs: Request an itemized estimate that includes costs for each service, such as equipment rental, labor, and transportation. This helps you see where your budget is going and allows for more accurate planning.

• Potential Extra Charges: Ask if there are any additional fees, such as overtime, setup/teardown costs, or travel expenses. Knowing these fees upfront can help you prepare.

• Flexibility with Budget Constraints: If you’re working with a tight budget, ask if they can suggest adjustments to reduce costs while still delivering a quality experience.

A clear and detailed estimate gives you confidence in what you’re paying for and helps avoid budget surprises.

5. What Is Your Communication Process During Planning and the Event?

Strong communication is essential for successful event planning. You want a company that will keep you informed, respond to questions, and update you on progress throughout the planning process and on the event day.

• Primary Point of Contact: Ask who your main contact will be and how often they’ll update you. Knowing who to reach out to can make communication smoother and prevent misunderstandings.

• Preferred Communication Method: Clarify their preferred methods of communication (e.g., email, phone, or in-person meetings) and see if it aligns with your preferences.

• Planning Timeline: Some companies provide regular check-ins or planning timelines to keep you informed on event progress. Ask if they offer a timeline or planning milestones for key stages.

A company with a structured communication process helps you stay updated, reducing stress as your event day approaches.

6. Do You Have Liability Insurance?

Liability insurance is important to protect both you and the event production company in case of any accidents or damages during the event. Many venues require vendors to have liability insurance, so it’s essential to confirm this with the production company.

• Coverage Details: Ask if they carry liability insurance and request proof of coverage if needed. This provides peace of mind and shows that they take responsibility seriously.

• Additional Insurance Needs: Depending on the venue or event requirements, check if you need additional insurance coverage or if the company can assist with this.

Choosing a company with liability insurance helps protect you and your guests, and it ensures that the company is prepared for any unforeseen issues.

7. Can You Share References or Client Testimonials?

Hearing from past clients can give you valuable insight into what it’s like to work with the event production company. A reputable company will be happy to share references or testimonials.

• Client Feedback: Ask if you can speak with past clients or see written testimonials. Reviews can give you an idea of the company’s strengths, reliability, and customer service.

• Similar Event Experience: Look for feedback from clients who hosted similar events, as this can provide relevant insights into how the company handled their specific needs.

• Online Reviews: Check online reviews and ratings for a broader perspective on the company’s reputation and service quality.

References and testimonials can offer peace of mind and help you confirm that the company is a good fit for your event.

Final Thoughts: Finding the Right Event Production Partner

Asking the right questions is key to finding a reliable, experienced event production partner who will make your vision a reality. By asking about experience, services, problem-solving, budget transparency, communication, insurance, and client feedback, you’ll be able to evaluate if a company aligns with your goals and expectations.

At Plato Media Co., we understand that choosing an event production partner is a big decision. We’re here to answer all your questions, provide clear and transparent information, and help you plan a successful event. Contact us today to learn more about our services and how we can support your next event.