A BVA Group study (2023) reveals that 72% of technical incidents could have been avoided through better communication beforehand.
Choosing the right service provider is a crucial step in ensuring the success of your project. By asking the right questions, you can secure your customer relationships while enhancing the quality of the service provided.
Here are the 10 essential questions to ask before signing a contract.
1. What is your experience and expertise in my industry?
Ask for specific, verifiable references and a portfolio. These elements will help you assess whether the service provider understands the specifics of your industry and the expectations of your target audience.
An experienced service provider (with five or more years in your field) will be able to anticipate constraints and provide tailored solutions. This can also be a real asset in setting you apart from the competition.
2. What services are offered and what is their scope?
Clarify the services included in the service agreement. Sound, lighting, video, maintenance: everything must be listed.
Also check if additional options are available, such as performance optimization or post-event support. This will help you align the contract with your immediate and future needs.
3. What are your working hours and how do you deal with unexpected events?
Ensure that the service provider is available. Can they be reached outside of normal business hours? Do they offer emergency support?
Technical glitches can have significant consequences.
A responsive service provider with an on-call team or backup stock ensures greater security in relationships and prevents critical interruptions.
4. What equipment do you use and what are your backup solutions?
Request a detailed list of the equipment planned for your project. Check its condition, reliability, and maintenance.
Backup equipment must be provided for critical elements (sound system, lighting, video).
This ensures continuity in the event of a failure and protects your communication plan.
5. How do you draft the contract and what clauses do you include?
Analyze the contract terms in detail: deadlines, guarantees, cancellation conditions, and payment terms. Ensure that they cover all critical aspects.
Clauses relating to last-minute changes or overtime must be clear. Precise wording in the contract reduces the risk of disputes and increases transparency.
6. How is your technical team structured?
Ask for details about the team's organization. How many technicians will be present? Will there be a stage manager to oversee everything?
A minimum of two specialized technicians is recommended to ensure redundancy of skills. A structured team is essential to anticipate unforeseen events and ensure smooth service delivery.
7. Which certifications guarantee safety and compliance?
Verify that the service provider has the necessary certifications:
- Electrical certification (NF C 18-510).
- Working at height for stage installations.
- SSIAP for places open to the public (ERP).
These certifications ensure the security of your project and protect your customer relationships by avoiding any risk of incidents.
8. Can you provide a detailed reverse schedule?
A reverse schedule is essential for organizing technical preparation. It must include:
- The assembly steps.
- Technical tests.
- The validation and adjustment periods.
A detailed reverse schedule improves coordination and ensures deadlines are met, while reducing the risk of unforeseen events.
9. What are your pricing terms and payment options?
Request a detailed quote with a precise breakdown of costs. Ensure that it includes all services and clarify the billing conditions in case of overtime.
Also discuss payment options. Some providers offer installment plans, which can make it easier to manage the financial aspects of your project.
10. How do you handle unexpected technical issues?
Unforeseen events are inevitable. Ask whether the service provider has contingency stockpiles for critical equipment and an on-call team for major incidents.
A responsive service provider reduces interruptions and protects your event or project, thereby strengthening your relationships with your target audience.
