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 sometimes mean you have more control over how aspects of your event are delivered, there can also be advantages and efficiencies in engaging third-party experts to deliver elements of your event or provide extra capacity, especially when you are running an event of considerable scale.

Tips:

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 you would like it to be 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 licences and certifications required for their trade.
• Many event venues have preferred providers that you must work with if holding an event at their venue (e.g. caterers, ticketing providers, security). These conditions are generally advised at time of booking and/or within your venue hire agreement.

Contract terms

• Clearly state the duration of the contract and the start and end dates.
• Outline acceptable payment methods and the payment schedule, including any required 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 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, the payments schedule, and any due date for the final payment.
• Include terms for returns, exchanges, or refunds if the products do not meet expectations.

Useful Links:

• SouthlandNZ.com | Event suppliers directory
• Learn more about ticketing provider options.

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?