Short answer: send every supplier the same written spec so their quotes can be compared. Confirm everything in writing: what’s included, arrival and setup times, payment terms and cancellation. Keep all suppliers on one call sheet with names, mobile numbers and times. On the day, one person on your side deals with suppliers, so everyone knows who to call.
The suppliers most events need
| Supplier | What to specify | Often left out |
|---|---|---|
| Venue | Date, hours, room, layout, guest numbers | Setup and teardown hours, overtime rates, minimum spend |
| Catering | Menu style, headcount, dietary needs, service times | Service staff numbers, crockery, halal certification if needed |
| AV and production | Microphones, screens, sound, lighting, stage, technicians | Rehearsal time, power supply, backup equipment |
| Décor and staging | Backdrop, stage set, signage, table décor | Delivery, installation, removal and disposal |
| Emcee and entertainment | Timings, length of sets, language, tone | Sound check, changing space, meals |
| Photo and video | Hours, key shots, number of edited photos, video length | Delivery date, usage rights |
| Printing and gifts | Quantities, sizes, artwork deadline | Proof approval time, delivery |
| Transport and manpower | Pick-up points, times, number of ushers or security | Waiting time, overtime |
Getting quotes you can compare
- One written spec. Same date, headcount, timings and requirements for every supplier you ask.
- Itemised quotes. Ask for each item and quantity, not a package price, so you can see what you’re paying for.
- GST. Check whether the supplier is GST-registered and whether their price includes GST. Registered businesses charge GST at 9%, which matters when you compare a registered supplier with one that isn’t.
- Exclusions. Ask what isn’t included. Delivery, setup, overtime and removal are the usual gaps.
- Lead times. When do they need final numbers, artwork or confirmation?
Contracts and payments
- Deposit and balance schedule, and when each is due
- Cancellation and postponement terms, at each stage
- What happens if guest numbers change, and by when you can change them
- Public liability insurance, which many venues require from suppliers working on site
- For photo and video: who owns the files, and whether you can use them in marketing
Get these in writing, even for small suppliers. A short confirmation email that lists them is better than a phone call.
The production schedule
Most event problems start at setup. Before the day:
- Get the venue’s load-in window and book lifts and loading bays if the building requires it.
- Set the order of work. Stage, rigging and AV usually go in first, then décor, then catering. Suppliers who arrive at the same time and need the same space will slow each other down.
- Write a call sheet. Every supplier, their contact person and mobile number, arrival time, setup location and finish time. Share it with every supplier, the venue and your team.
- Plan the rehearsal. Emcee, speakers, AV and anyone going on stage, at a fixed time before doors open.
On the day
- One person checks suppliers in as they arrive and confirms they have what they need.
- Walk the room with the venue manager before doors open: exits clear, cables taped, signage up, microphones tested.
- Keep a printed run sheet and call sheet, in case phones die or the Wi-Fi fails.
- Leave spare time in the schedule. Setup almost always takes longer than planned.
When a supplier lets you down
For the suppliers the event can’t run without, like AV, catering and the emcee, know who you’d call instead. Keep backup equipment for the things that fail most often: a spare microphone, a spare laptop with the slides, and printed copies of speeches. If a supplier doesn’t deliver what was agreed, note it the same day and raise it in writing before you pay the balance.
After the event
Pay on time. Good suppliers remember who pays promptly, and it helps when you need them at short notice. Note who performed well and who didn’t, so the next event starts with a better list.
Doing it yourself or using an event company
For a small event with two or three suppliers, managing them yourself is realistic. With more suppliers, a tight setup window or a stage programme, an event company brings suppliers it has worked with before and handles the coordination, while you keep the decisions. For how that affects cost, see what an event company costs in Singapore.
Common questions
How many quotes should we get for each supplier?
Two or three for the big items like AV, catering and décor. For small items, one trusted supplier is often enough.
What’s a call sheet?
A single document listing every supplier, their contact, arrival time, setup location and finish time. It’s the first thing to check when something is late.
Should we pay deposits?
Deposits are normal, especially for suppliers who turn away other work to hold your date. Pay against a written confirmation that lists what’s included and the cancellation terms.
Need help with suppliers?
See how we run corporate events, or tell us about your event.