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.

Creation and organization of an event - is kind of like a big construction site or complex renovation where you need to keep dozens of details, approvals, estimates, and factors in mind that sometimes directly contradict each other but must somehow come together into a unified perfect picture.

We have already talked about the importance of a team that you can trust with part of the work and that will not let you down at a crucial moment. But this concerns management and coordination of processes. Some tasks will be carried out by contractors, and today we will try to tell you how not to mess up when working with them.

Good hosts, responsible artists, quick-witted decorators with taste, delicious and reliable catering and administrative staff, high-quality technical workers – this is not the entire list of individuals who are usually involved in preparing a regular event. How to choose the best of the best?

Reliable contractors are like love: they cannot be found; they can only be met. Having experienced the first "unhappy love," i.e., having encountered various not very reliable contractors, we have become much more careful in selecting partners, and now we have a team that can always be trusted. But even we sometimes have to look for new specialists, and here are the rules we follow.

Detailed description of the task

First of all, we always create a very specific description of the technical task. We advise you to create a task plan for yourself and then even more detailed for the contractors, specifying all the numbers and dimensions, all preferences that you or the client have, all colors in the company logo, etc. The more detailed and specific the description of the technical task is, the better. It is important to provide examples of work (references) – photos, videos, drawings, plans, and sketches for better understanding by the contractor of your desires.

Short list of contractors

To compile a list of potential contractors in one direction or another, we use all available methods: our own database of contractors accumulated over the years, recommendations from colleagues and partners, as well as top-10 search engines. We carefully study contractors' portfolios, photos, video materials, and read reviews about their work.

Only by having a choice of 10-20 potential partners can we make a truly right decision. After identifying candidates, we contact each one and send a pre-prepared technical specification.

Agonizing choice

After sending the technical specification, we first look at the contractor's responsiveness, the adequacy of their response and questions, and their pricing policy. In addition to this, we look at price compliance with the market and ask tricky clarifying questions. After comparing all the options presented, weighing all the positive and negative factors, and after a brief internal meeting, we can finally make a choice and select the "One" or sometimes even divide the task among several contractors.

Contract

Be sure to enter into a contract with partners, and do not work with those who say they are willing to do everything without a contract or ask for prepayment before signing the document. Specify in it:

- Conditions for terminating agreements and penalties for delayed work completion - Cost of services and payment terms - Rights to publications and materials (photos, videos, etc.) - Other requirements specific to your task.

Payment and prepayment

Many artists work on advance payment; this is normal as this is how stars' work is arranged. But some personnel or decorator work should be paid only after everything is done, and all "flaws" are checked and rectified. Do not pay in advance but also do not skimp if you are very satisfied with the result.

You work as one team

One important point is the ability to communicate correctly with contractors. When preparing events, it is sometimes necessary to work with representatives of very different professions, and it is necessary to find the right approach to everyone. Respect the somewhat eccentric nature of artists and the rough manner of communication of technical personnel. The main thing is always to show politeness, keep your promises, deadlines in mind; remember that you all work in one team and have one goal - to make the event go perfectly!

Working with contractors can be a headache or it can be the beginning of a long friendship and years of cooperation if approached responsibly and thoughtfully. We are pleased that our partners always work conscientiously and have already become an integral part of the "Aventura" event agency team that we are proud of.