Vendors
Free checklistVendor details checklist
Updated
The questions to ask every supplier when you book them, so nobody is stuck at the loading door on the day.
When to use it: Use one copy per supplier. Fill it in when you book, then check it again the week before.
Agreement and contacts
Arrival and setup
On the day
After the event
Free to use and adapt for your own events. Check it against your venue’s rules and the laws where your event takes place.
What to ask an event supplier before you book
Most supplier problems on the day come from something nobody asked about in advance. The van that doesn’t fit the loading bay. The DJ who needs two more sockets. The caterer who expected a kitchen and got a corridor.
This checklist is the list of questions to ask every supplier when you book them. Keep the answers with the contract so anyone on your team can find them.
Step by step
Ask at booking, confirm the week before
Most answers won’t change. Arrival times and who leads on site often do, and a short email the week before catches it.
Get the answers in writing
A phone call is fine for questions. The final answer belongs in an email or the contract.
Send the venue one list
The venue needs every supplier’s arrival time, vehicle and power needs. Send them one combined list instead of having each supplier call.
Mistakes to avoid
- Assuming there’s power where the supplier needs it. Ask the venue for a plan that shows the sockets.
- One phone number for a supplier with six staff on site. Ask who leads for them on the day.
- Paying the balance early when the contract doesn’t ask you to.
Common questions
What should a contract with an event supplier include?
At least what is being provided, the price and payment dates, arrival and finish times, cancellation terms, and who is responsible if something is damaged. Ask for their insurance certificate at the same time.
Do event suppliers need their own insurance?
Most venues ask for proof of public liability insurance from every supplier working on site. Check what your venue requires and collect the certificates before the day.
When should I confirm final details with suppliers?
About a week before. Send each supplier the final run of show and their arrival details, and ask them to reply to confirm.