A BVA Group study (2023) found that 72% of technical incidents could have been avoided with better communication upstream.
Choosing your supplier is a crucial step in making your project a success. By asking the right questions, you secure your relationships with clients while raising the quality of the service.
Here are the 10 essential questions to ask before signing a contract. They are the ones our Paris agency goes through with the client before issuing a quote.
1. What is your experience and expertise in my sector?
Ask for precise, verifiable references, as well as a portfolio. These show whether the supplier understands the specifics of your sector and the expectations of your target audience.
An experienced supplier (5 years or more in your field) will be able to anticipate constraints and offer suitable solutions. It can also be a real asset in setting you apart from your competitors.
2. What services do you offer, and what is their scope?
Clarify which services are included in the service contract. Sound system, lighting, video, maintenance: everything should be listed.
Also check whether extra options are available, such as performance optimisation or support after the event. This will help you align the contract with your immediate and future needs.
3. What are your working hours, and how do you handle the unexpected?
Make sure the supplier is available. Can they be reached outside normal hours? Do they have support for emergencies?
Technical surprises can have serious consequences.
A responsive supplier, with an on-call team or backup stock, offers better security and avoids critical interruptions.
4. What equipment do you use, and what are your backup solutions?
Ask for a detailed list of the equipment planned for your project. Check its condition, reliability and maintenance.
Backup equipment should be provided for critical items (sound system, lighting, video).
This guarantees continuity in the event of a failure and protects your communication plan.
5. How do you draft the contract, and which clauses do you include?
Analyse the contract clauses in detail: deadlines, guarantees, cancellation terms and payment terms. Make sure they cover every critical aspect.
Clauses on last-minute changes or overtime must be clear. A precisely drafted contract reduces the risk of disputes and adds transparency.
6. How is your technical team structured?
Ask for details on how the team is organised. How many technicians will be on site? Will there be a production manager to oversee everything?
A minimum of two specialist technicians is recommended to ensure skills are covered twice over. A structured team is essential to anticipate the unexpected and deliver a smooth service.
7. Which certifications guarantee safety and compliance?
Check that the supplier holds the necessary certifications:
- Electrical authorisation (NF C 18-510).
- Working at height for staging installations.
- SSIAP for venues open to the public (ERP).
These certifications ensure the safety of your project and protect your relationships with clients by avoiding any risk of incident.
8. Can you provide a detailed reverse schedule?
A reverse schedule is essential to organise the technical preparation. It should include:
- The build stages.
- The technical tests.
- The validation and adjustment periods.
A detailed reverse schedule improves coordination and ensures deadlines are met, while reducing the risk of surprises.
9. What are your pricing terms and payment options?
Ask for a detailed quote with a precise breakdown of costs. Make sure it includes every service, and clarify the invoicing terms in case of overtime.
Also discuss payment options. Some suppliers offer staged payment plans, which can make the financial management of your project easier.
10. How do you handle technical surprises?
Surprises are inevitable. Ask whether the supplier plans backup stock for critical equipment and an on-call team for major incidents.
A responsive supplier reduces interruptions and protects your event or project, strengthening your relationships with your target audience.