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Guide to securing the right suppliers for events #1

Planning an event involves numerous tasks, and one of the most critical ones is selecting the right suppliers. A supplier can make or break your event, so it's essential to take the time to find the right one. This blog provides a guide to securing the right suppliers for events, focussing on due diligence.

In addition to performing due diligence on potential suppliers for your event, it's wise to consider an extra layer of protection for your peace of mind. Events can be complex, and sometimes unforeseen issues with suppliers can arise. That's where Vento event insurance steps in as a valuable ally. By including public liability insurance in your event planning strategy, you're ensuring that you have an additional safety net in case of any unexpected problems with your chosen suppliers.

Whether it's a last-minute cancellation, supply chain disruption, or any other unforeseen challenges, Vento insurance can provide the cover you need to mitigate potential financial losses and keep your event on track. So, while diligence in supplier selection is crucial, having Vento insurance as a backup plan adds an extra layer of confidence to your event planning endeavors. Don't leave your event's success to chance – secure both your suppliers and your peace of mind with Vento insurance.

Hear about first hand experiences from event organisers, relating to organisation, planning, insurance for events in the UK, and mishaps along the way at Freddie's podcast, WHEN SH*T GOES WRONG AT EVENTS.

Guide to Due Diligence

Due diligence is a critical step when selecting suppliers for your event. It involves researching the supplier's background, experience, and reputation to ensure they are a reliable and trustworthy partner. There are several steps you can take to perform due diligence on potential suppliers:

  • Research the supplier's background and experience: Check the supplier's website, social media channels, and other online platforms to learn more about their experience, the services they offer, and their clients. Look for reviews, testimonials, and case studies to understand their track record.
  • Check the supplier's references: Contact the supplier's previous clients to get feedback on their services. Ask about their experience working with the supplier, the quality of their services, and their responsiveness.

  • Conduct a site visit: If possible, visit the supplier's facility to inspect their equipment, tools, and materials. This can help you determine their level of professionalism and the quality of their products or services.

  • Check the supplier’s industry accreditations, memberships, and qualifications: These can include memberships to industry trade bodies or associations, the presence of qualified persons within the organisation, or management system accreditations.

  • Some examples of relevant memberships and accreditations are as follows:

    Trade Bodies:

    • The Production Services Association (PSA)
    • Association of British Professional Conference Organisers (ABPCO)
    • Association of Event Organisers
    • Events Industry Alliance

    Qualifications and Professional Accreditations:

    • IOSH designation: For health and safety professionals
    • NIC EIC accreditation: For electrical professionals
    • Security Industry Authority Approved Contractor status: For security professionals
    • Institute of Fire Safety Managers accreditation: For fire safety proffessionals

    Management System Accreditations

    • CHAS approved contractor scheme
    • ISO9001 quality management system
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