Most people hire a vendor based on two things: the portfolio and the price. Both matter, but they're table stakes. The vendors who actually make your event run smoothly are the ones who communicate well, show up on time, and have done this enough times that they've already thought of the things you haven't.
Here's the checklist we use internally when evaluating vendors for LakhStack:
Communication before you've even paid
- Do they respond within 24 hours?
- Are their replies clear, or do you need to ask the same question twice?
- Do they proactively share what they need from you, or do you have to pull it out of them?
The way a vendor communicates before a booking is almost always the way they'll communicate on the day. A slow reply now means a missed message when it counts.
Ask about a time something went wrong
Every experienced vendor has a story. Ask them for one. What you're looking for isn't a perfect track record. It's how they handled it. Did they own it? Did they have a backup plan? Did they communicate with the client immediately?
Vendors who get defensive about this question, or can't think of anything, are either very new or not being honest.
The checklist
- [ ] Portfolio reviewed (recent, within the last 2 years)
- [ ] Response time under 24 hours during inquiry
- [ ] Clear pricing, no ambiguous "starting from" without explanation
- [ ] Can provide at least two references from similar events
- [ ] Has a backup plan for equipment failure or illness
- [ ] Contract clearly states what happens in case of cancellation
This isn't exhaustive, but if a vendor clears all six, you're in good shape.