What Event Organisers Expect from Event Hire Suppliers – A Practical Guide
Anyone who’s put together a successful event will know that the choice of suppliers is so important. Event planners spend lots of time making sure they’re working with the right people, and it’s not just about finding the cheapest option. Sure, things like budget, expertise, and the range of services matter, but there are a few other qualities suppliers need to have if they want to stand out and build lasting relationships with planners.
So, what exactly are event planners looking for when choosing a supplier?
Expertise that matches the event
At the top of the list is expertise. Event planners want suppliers who are experts in their field. Whether it’s catering, lighting, audio-visual, or anything in between, they want to work with people who are experienced and can get the job done without needing handholding. But it’s not just about having the technical know-how.
Event planners also want suppliers who understand the nuances of the specific event type. A corporate conference requires a very different set of skills than a large outdoor festival. So, if a supplier has experience with similar events, that’s a huge plus.
A full range of services
Planners appreciate when a supplier offers a variety of services. It’s not just about providing one piece of the puzzle; it’s about having a supplier who can handle multiple aspects of an event. For example, if a supplier can provide both the furniture and the kitchen equipment (by the way, we can do that at Plato!), it saves planners time and energy.
It’s also great when suppliers can be a one stop shop. The more services a supplier can offer, the less planners have to deal with finding multiple vendors.
Clear, open communication
Communication is everything. No one likes to be left in the dark, especially when it comes to event planning. Event planners need suppliers who are responsive, clear, consistent and keep them updated throughout the entire process. It’s important for suppliers to be transparent about timelines, pricing, and any potential hiccups that might pop up. If a supplier goes quiet for days or doesn’t answer questions directly, that’s a red flag for planners. They need to know they can rely on their suppliers to keep things running smoothly.
Following the rules (compliance)
Compliance isn’t exactly the most fun topic. But it is extremely important. There are a lot of regulations that come into play when planning events, especially large ones. Planners need suppliers who understand and follow the rules, whether it’s safety regulations, insurance requirements. If a supplier can navigate these regulations without a hitch, it makes a planner’s life a whole lot easier.
When hiring catering equipment from Plato, you can be safe in the knowledge that any electrical equipment is PAT tested before it’s hired out. Plato is also a member of the SafeHire Certification Scheme, which means we have a proven competence in safety, health, environment, and quality. This ensures you’ll receive the highest possible quality of service and catering equipment hire.
Trustworthy references
When a supplier has glowing reviews or solid references, it goes a long way. Event planners trust the opinions of others in the industry. If a supplier can provide references from previous clients who have had a good experience, it adds credibility. Planners are more likely to take a chance on a new supplier if they have a solid reputation and can back it up with testimonials or case studies. At Plato Catering Hire, we’ve been in business for over 25 years and have hundreds of happy customers who recommend us!
Sustainability
More people are thinking about the impact their events have on the environment, and they want suppliers who are on the same page. Whether it’s using eco-friendly materials, reducing waste, or offering greener options like reusable dinnerware or digital invitations, suppliers who are conscious of their environmental footprint are a huge plus. Planners want to be able to say their event was sustainable, and they need suppliers who can help make that happen without compromising on quality or experience.
You can find out more about our sustainability efforts here.
Crisis management skills
No one likes to think about it, but events don’t always go according to plan. What happens if there’s an issue with the venue? Or if there’s a last-minute change in the schedule? Event planners need suppliers who can handle crises with grace and a cool head. A supplier who’s flexible, quick on their feet, and able to find solutions in stressful situations is invaluable.
Need catering and event equipment hire you can trust? Contact our friendly team.
