Mistakes to avoid when choosing performers and suppliers for events

Mistakes in choosing performers and suppliers for events often stem from rushing into a decision. People look at a price, a video, a photo or a recommendation they’ve received, and go ahead without checking whether that professional is really suitable for the date, venue, audience and programme.

A successful event does not depend solely on the talent of individuals. It depends on compatibility, clarity, coordination and shared expectations.

Choosing based solely on price

Price is important, but it needs to be considered alongside what’s included. Duration, travel, equipment, support, the number of people involved, delivery times and terms and conditions can vary considerably.

A low quote may be fair for an essential service; it may also conceal exclusions that will only become apparent later. Always ask for comparable details.

Watching videos that are not relevant to your event

A spectacular video shot in a club does not prove that the DJ is suitable for an elegant wedding. An artistic photograph does not prove that the photographer can handle a conference. Look for examples similar to your own context.

Relevance is more important than impact. Consider the audience, the setting, the timing and the actual quality of the management.

Failure to specify venues, times and equipment

Many problems arise from practical details: power supply, stage, microphones, lighting, access points, car parks, noise limits and a bad-weather contingency plan. If these aren’t clarified beforehand, they become urgent issues during the event.

Share information with artists, venues and service providers. Technical coordination must not be left to chance.

Please do not ask for samples or reviews

Videos, portfolios and reviews help to minimise risk. Don’t just look for star ratings or glowing reviews; look for concrete evidence of punctuality, flexibility, crowd management and the quality of communication.

If a supplier cannot provide any relevant information, ask for an explanation before confirming.

Forget about coordination and contact persons

Every event should have a clear point of contact. Artists and suppliers need to know who to speak to regarding timetables, changes, payments, access and any unforeseen issues. Without a point of contact, decision-making becomes fragmented.

For complex events, a shared timeline helps everyone involved: the venue, catering, music, photography, videography, service and organisation.

Another mistake is choosing suppliers separately without considering how they will work together. The photographer, videographer, music provider and catering team can get in each other’s way if no one coordinates locations, timings and key moments. Even excellent professionals need a bit of direction.

Don’t leave the final terms and conditions until after you’ve made your choice. The date, payment, times, extras, cancellation policy and liability must all be clear beforehand. Initial enthusiasm isn’t enough to deal with any problems on the day of the event.

Another mistake is failing to heed signs of uncertainty. If a supplier gives evasive answers regarding timings, materials or conditions, ask for clarification. If they continue to be vague, take this into account when making your choice.

You should also avoid choosing too many services without establishing a clear hierarchy. Not all events need music, magic, entertainment, photography, videography and elaborate set-ups. It’s better to have a few well-coordinated elements than lots of unrelated ones.

Ultimately, the most useful question is: does this professional make the event clearer or more complicated? The answers given before signing the contract often foreshadow how things will go on the day.

Checklist before confirming:

• Have I seen any materials relevant to my event?
• Does the quote specify what’s included?
• Are the working hours, overtime and travel arrangements clear?
• Can the venue and suppliers coordinate with each other?
• Is there a single point of contact?
• Are the terms and conditions set out in writing?

If one of these answers is missing, it does not mean that the supplier is unsuitable. It means that this needs to be clarified before confirmation.

When you’re torn between two suppliers, ask for practical details rather than relying on your overall impression. “How do you handle the bad-weather plan?”, “Who brings the microphones?”, “How many hours are included?”: concrete answers are more helpful than empty promises.

How Lyrium helps you make more organised requests

On Lyrium, you can use the search for artists and professionals to compare profiles, categories, areas and materials. The best choice comes from a clear request and easy-to-understand quotes. Avoiding mistakes does not mean making the organisation more complicated: it means making decisions based on the right information.