Working with contractors can be a headache, or it can be the beginning of a great friendship and long years of cooperation if approached responsibly and thoughtfully.
Creating and organizing an event is a kind of large-scale construction project or complex renovation, where you need to keep dozens of details, approvals, budgets, and factors in mind, which sometimes directly contradict each other but must somehow come together into a single perfect picture.
We have already talked about the importance of a team you can entrust part of the work to and that won't let you down at a crucial moment. But that concerns management and coordination of processes. Some tasks will be performed by contractors, and we will try to tell you today how "not to screw up" when working with them.
Good hosts, responsible artists, efficient decorators with taste, delicious and reliable catering, and administrative staff, high-quality technical workers – this is not the entire list of people usually involved in preparing an ordinary event. So how do you choose the best of the best?
Reliable contractors are like love: you can't find them, you can only meet them. Having survived our first 'unhappy love', i.e., encountering various not-so-reliable contractors, we began to approach the selection of partners much more carefully, and now we have a team we can always trust. But even we sometimes have to look for new specialists, and these are the rules we follow.
Detailed description of the task
First of all, we always draw up a very specific description of the technical assignment. We advise you to make a plan of the task for yourself, and then in even more detail for the contractors, specifying all numbers and dimensions, all preferences that you or the client have, all colors that are in the company logo, etc.
The more detailed and specific the description of the technical assignment, the better. It is important to provide examples of work (references) – photos, videos, drawings, plans, and sketches, for a better understanding of your wishes by the contractor.
Shortlist of contractors
To compile a list of potential contractors in a particular area, we use all available methods: our own database of contractors built up over the years, recommendations from colleagues and partners, as well as the top 10 search engine results. We carefully study the contractors' portfolios, photos, video materials, and read reviews about their work.
Only having a choice of 10-20 potential partners can we make a truly correct choice.
After determining the candidates, we contact each one and send the pre-prepared technical assignment.
Agonizing choice
After sending the technical assignment, we first of all look at the contractor's responsiveness, the adequacy of their reaction and questions, and their pricing policy. In addition, we check whether prices correspond to the market and ask tricky clarifying questions.
After comparing all the presented options, weighing all positive and negative factors, and also after a short internal meeting, we can finally make a choice and select that "One and Only" or even sometimes split the task between several contractors.
Contract
Be sure to conclude a contract with partners, and do not work with those who say they are ready to do everything without a contract or ask for prepayment before signing the document. Specify in it:
— Conditions for terminating the agreement and penalties for late completion of work
— Cost of services and payment procedure
— Rights to publications and materials (photos, videos, etc.)
— Other requirements specific to your task.
Payment and prepayment
Many artists work on a prepayment basis; this is normal and that's just how the work of stars is arranged. But other staff or the work of decorators should be paid after everything is done, and all 'flaws' have been checked and eliminated. Do not pay in advance, but also do not be stingy if you are very pleased with the result.
You work as one team
One of the important points is the ability to communicate correctly with contractors. When preparing events, you sometimes have to work with representatives of very different professions, and you need to find the right approach to each. Respect the somewhat eccentric character of artists and the somewhat rough manner of communication of technical staff. The main thing is to always be polite, keep track of your own promises and deadlines, and remember that you all work as one team and have one goal – to make the event go perfectly!
Working with contractors can become a headache, or it can become the beginning of a great friendship and many years of cooperation, if you approach the matter responsibly and thoughtfully. We are glad that our partners always work conscientiously and have already become a full-fledged part of the team of the Aventura event agency, which we are proud of.
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