7 Questions To Ask Before You Hire An Event Production Company

7 Questions To Ask Before You Hire An Event Production Company

Choosing an event production company is not just about who owns the most gear. It is about who you trust to carry your message, your brand, and your schedule when the room is full and the lights are on.

Here are seven questions to ask before you sign a contract.

1. “What kinds of events do you specialize in?”

A company that mainly handles concerts thinks differently than one that lives in corporate meetings or nonprofit galas. Neither is wrong, but you want experience that matches your event type.

Listen for examples that sound like your situation:

• “We support a lot of fundraising galas…”

• “Most of our work is in hotel ballrooms with 150–400 guests…”

• “We often work with churches and ministries on multi-day events…”

If they cannot describe your world, they may not be the right fit.

2. “Can you walk me through a recent event that looks like mine?”

Ask for a real story, not just a list of equipment.

Good signs:

• They mention the client’s goals and concerns

• They talk about solving problems, not just setting up speakers

• They can explain what they would do differently next time

You want a partner who thinks in terms of outcomes, not just inputs.

3. “How do you approach budgeting and recommendations?”

A trustworthy company will ask about your budget range and priorities and then build a plan that balances both.

Red flags:

• Pushing the most expensive options first, without asking what matters to you

• Being vague about what is included or where costs can flex

• Dodging the budget conversation entirely

Look for transparency, options, and clear starting points.

4. “Who will be on site with us, and what are their roles?”

On show day, you need:

• A clear point of contact (production lead or show caller)

• Technicians for audio, lighting, and visuals

• Enough crew for setup and teardown

Ask who exactly will be there and what they are responsible for. That way you know who to go to with questions and who is calling the cues.

5. “What do you need from us to do your best work?”

Strong partners will tell you exactly what they need:

• Room diagrams and floor plans

• Access times for load-in and load-out

• Final run-of-show and scripts

• Contact information for key stakeholders and the venue

If they say “We just need the date and we’ll take care of everything,” that sounds comforting, but usually it is not true.

6. “How do you handle problems if something goes wrong?”

No one likes to talk about failure, but you need to know the plan.

Ask:

• Do you bring backup mics and critical equipment?

• What happens if a piece of gear fails mid-event?

• How do you communicate with us in the moment?

You are not looking for a promise that nothing will ever go wrong. You are looking for a calm, practiced response.

7. “How do we wrap up the event together?”

The end of the event matters too. Ask about:

• When teardown begins and how long it takes

• How final billing or any changes are handled

• Whether you will get recordings, photos, or follow-up assets

A partner that thinks about the full life cycle of the event is more likely to take care of the details all the way through.

Asking these questions will not just help you compare companies. It will also help you show up as a clear, prepared client, which usually leads to better work and fewer surprises on both sides.