We know it’s hard to believe, but no, we at Heroic do not do everything. We have trusted cohorts, collaborators, and creative comrades—and yes, we have preferences. Our vendor standards are as high as the standards we hold for ourselves.
Often, the client selects the partners on any given project. In which case, we anxiously and hopefully scan the roster. Sometimes we’re downright giddy, and sometimes we’re not, but we always play nice with others.
Besides Heroic, Venue Is Numero Uno
Your event venue is a critical vendor. Whether you’re looking to go traditional or something more unique and unusual, there are specific questions to ask:
- What are their terms and cancellation policy?
- What if attendance is less than expected?
- What does the price include?
- What about Wi-Fi capabilities and costs?
- Do they offer discounted room rates?
- Will they allow outside vendors/suppliers?
- What sort of pre-event venue access will I have?
A Place For Everything?
As you plan your event, be sure to determine what services are your responsibility. As mentioned, in many cases, your venue will supply specific support. If that’s the case, you may or may not be permitted to replace any provided service with one of your choosing.
Many venues will have their preferred vendor list featuring trusted partners who have proven themselves and that are familiar with that particular space. But, just because they make the venue’s preferred vendor list, doesn’t mean they’ll make yours. Apply the following liberally.
When It’s On You
Once you’ve landed your ideal venue and have determined it’s on you to recruit your all-star team, here are some highly preferable tips that work for us:
- Start with Heroic Productions, well, of course. But, seriously, here’s a list of things you should consider when choosing an event staging or AV production company.
- Research, review, research again. Vet your candidates with the Better Business Bureau, Angie’s List, and Google away. Ask for referrals and check them out at another event.
- Ask specific questions to potential vendors that pertain to your specific event. Ask others in associated businesses and past clients the tough questions about your prospective vendors.
- Food/Beverage—Eat it, sip it, and make sure they can deliver the heat, the cold, and the experience.
- Décor/Linens—Touch it, feel it, and make sure it fits the needs.
- Flowers—See them, smell them, and find out if they can fulfill any special requests, like a life-sized guest of honor in gardenias.
- Entertainment—Check them out in action. Buy a ticket, pay the cover, get on the guest list. Whether a live band, DJ or entertainer, see them in their environment.
- Interactive elements—Instagram photo booths, social media walls, or anything with a lot of buttons, be sure that your on-site tech is full-on Geek Certified. It doesn’t hurt to experience them yourself. Is the photo booth easy to understand? Are the final products of high quality?
- Security—Throw a punch and see what happens, or better yet, see a security plan and ask for referrals.