Contractors

Engaging the services of external contractors for specific areas of event delivery can improve the efficiency and quality of your event operations.

While keeping things ‘in-house’ can mean more control over how various aspects of your event are delivered, there is a clear limit to this which is in direct proportion to the scale of the event and the required quality of the desired outcomes.

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External Service Providers

There are many areas of event planning and delivery that can be contracted out to external service providers to improve efficiency and ensure a high quality of service, beyond that which could be provided in-house. Examples include:

  • Audio/visual production
  • Ticketing and registration systems
  • Traffic management
  • Design
  • Security personnel
  • Food and beverage provision
  • Accommodation and transport

Defining the Scope of Work

  • Before you engage the services of an external contractor, have a clear idea of what you want them to do, and expectations on how it is delivered.
  • Clearly outline the tasks and responsibilities the contractor will handle.
  • Specify what the contractor is expected to deliver, including quality standards and deadlines.
  • Set key milestones to track progress and ensure timely completion of tasks.
  • Agree on the cost of services, including any potential additional charges for changes or unforeseen circumstances.

Selecting a Contractor

  • Ensure potential contractors have the relevant experience and expertise in the specific area they will be handling.
  • Check references and reviews from previous clients to assess their reliability and quality of their work.
  • Review the contractor’s portfolio to ensure their style and quality align with your event’s needs.
  • Verify that contractors have the necessary licenses and certifications required for their trade.
  • Refer to our Event Suppliers database for a one-stop shop of Southland event suppliers.

Contract Terms

  • Clearly state the duration of the contract and the start and end dates.
  • Outline the payment schedule (specify acceptable payment methods), including any deposits, progress payments, and final payments.
  • Ensure contractors have adequate insurance to cover any potential damages or liabilities.
  • Include terms for contract termination, including any penalties or notice periods required.

Communication and Coordination

  • Assign a primary point of contact for contractors, to ensure clear communication.
  • Schedule regular check-ins or progress meetings to monitor the contractor’s work and address any issues promptly.
  • Specify any reporting requirements, such as progress reports or status updates.

Compliance and Legal Considerations

  • Ensure the contractor complies with all relevant local and national regulations.
  • Verify that the contractor holds or obtains any necessary permits or approvals for their work.
  • Include confidentiality clauses to protect sensitive information related to the event.

Quality Assurance

  • Plan for inspections of the contractor’s work to ensure it meets the agreed-upon standards.
  • Provide constructive feedback to contractors and address any issues or concerns promptly.
  • Establish criteria for final approval of the contractor’s work before making the final payment.

Supplier Contracts

  • As with services, the supply of goods can be contracted out to external providers, to improve efficiency and value.
  • Choose suppliers with a proven track record of reliability and quality.
  • Ensure the supplier’s products meet your event’s standards and requirements.
  • Compare pricing from multiple suppliers to ensure you are getting the best value.
  • Clearly define the products and quantities required.
  • Specify delivery dates and times to ensure availability of supplies.
  • Outline payment terms, including any deposits, payment schedules, and final payment due dates.
  • Include terms for returns, exchanges, or refunds if the products do not meet expectations.
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Have you considered?
  • What areas of your event could you outsource to external service providers?
  • Where will you source your external service providers and suppliers from?