Organising a business event is always a responsible task. The technical execution of the event can either support your objectives brilliantly or, at worst, ruin the whole event. Choosing a technology supplier is therefore one of the most important decisions in an event project. But how do you identify a reliable and professional technical partner? In this guide, we go through 10 important questions you should ask before making a decision.
Why is the choice of technology supplier so important?
Before moving on to the questions, it is good to understand why the choice of technology supplier is such a critical part of the success of an event. Event technology is much more than just equipment – it’s a complete service that includes planning, implementation and operation.
A professional technology supplier:
- Ensure that the technology supports the objectives of the event
- Anticipate and prepare for potential problems
- Bring expertise and experience to support your event
- Provides reliability when you need it most
According to surveys, up to 63% of event visitors consider technical implementation as one of the most important quality criteria. The choice of technical supplier has a direct impact on the impression your event leaves on your participants.
10 questions you should ask your technology supplier
Choosing a technology supplier is easier when you know the right questions to ask. Here are 10 key questions to help you find the right partner for your event.
1. Do you have experience of similar events?
When it comes to choosing a technology supplier, experience is everything. Ask the supplier if they’ve done events similar to yours in the past. Ask for examples of previous projects and references from customers. An experienced supplier will know the specifics of your event and be able to avoid the most common pitfalls.
A good technology supplier will be open about their past projects and may even offer the opportunity to discuss with previous customers. Kuja Media’s references show that we have carried out a wide range of corporate events for various industries.
2. How do you ensure that the technology is suitable for our venue?
Every venue is different, and when choosing a technology supplier, it is important to ensure that the supplier understands the specificities of the venue. A good supplier:
- Carries out a technical survey of the venue in advance
- Take into account the acoustic characteristics of the room for sound reproduction
- Ensure the adequacy of the power supply for the technology
- Plans the layout of equipment according to space constraints
If the technology provider does not suggest a site survey or downplays its importance, be wary. Quality event technology must always be adapted to the constraints of the space.
3. What is your contingency plan in case of technical problems?
When choosing a technology supplier, reliability is one of the most important criteria. Ask how the supplier is prepared for possible problems:
- Do they have back-up for critical equipment?
- How quickly are they able to react to problems?
- Will there be enough technical staff present during the event?
- Do they have a contingency plan for different scenarios?
A professional technician will openly explain how they prepare for unexpected situations. According to an event industry study, up to 72% of events face some kind of technical challenge, so being prepared is essential.
4. How updated equipment do you use?
The quality and timeliness of the equipment are important factors when choosing a technology supplier. Do not hesitate to ask for details about the technology used:
- What make and model of equipment is used?
- How often is the equipment replaced?
- How is the maintenance and servicing of the equipment organised?
A quality technology supplier looks after its equipment and regularly invests in new technology. Kuja Media’s sound systems and other technology are at the forefront of the industry and will ensure the success of your event.
5. Who are the technicians coming to our event?
When choosing a technology supplier, the professionalism of the staff is as important as the quality of the technology. Ask the supplier:
- Who are the technicians responsible for your event?
- What is their experience of similar events?
- Are the same people involved in the design and implementation?
Professional technicians are a guarantee for a smooth event. Staff turnover during a project can cause data interruptions and problems, so make sure the same people are involved throughout the project.
6. How did you take into account the objectives of our event in the technical implementation?
When choosing a technology supplier, it is important to ensure that the supplier understands the objectives of your event. A good technology supplier will be able to match the technical solutions to support these objectives:
- How do they take into account the nature and atmosphere of the event?
- Can they suggest technical solutions to support your message?
- How do they ensure that the technology supports your company’s brand?
- Are they able to adapt the technical implementation to the budget and objectives?
A good technology supplier will be interested in the objectives of your event and will be able to recommend solutions that meet them.
7. How do you test the technology before the event?
When choosing a technology supplier, pre-testing is a key guarantee of quality. Ask how the supplier will ensure that the technology works:
- Do you test the whole technical package beforehand?
- How far in advance of the event will the technology be built and tested?
- How do you ensure the compatibility of your devices?
- How do you deal with performers’ materials and ensure their functionality?
A professional technology supplier leaves nothing to chance and tests everything carefully beforehand. Kuja Media’s video technology professionals always make sure that the presentation materials work perfectly and that all systems are in order.
8. What kind of additional services do you offer in addition to technical implementation?
When choosing a technology supplier, it is worth considering the scope of the supplier’s service portfolio. A versatile supplier can provide a more comprehensive service:
- Do you offer help with content production (presentation materials, videos)?
- Do you have experts in designing sets or decorations?
- How extensive is your range of services in terms of event technology?
- Can you help with streaming or recording the event?
A wide range of services makes it easier to organise your event, as you can get more than one service from the same supplier. Kuja Media’s streaming services complement event technology implementations and enable hybrid events.
9. How do you price your service and what does the price include?
When choosing a technology supplier, it is important to understand the basics of pricing and what is included in the offer:
- Is the offer a fixed price or will there be additional costs?
- What exactly are the services and equipment included in the offer?
- How will any additional work or changes be priced?
- Does the price include preliminary surveys and planning?
- How is billing done and what is the timeframe?
A reliable technology supplier is transparent about its pricing and clearly states what the price includes. Instead of going for the cheapest offer, you should choose the most cost-effective option that offers the best value for money.
10. How do you make everything work together seamlessly?
When choosing a technology supplier, one of the most important issues is the management of the whole. An event often has many technical elements that need to work together:
- How do you coordinate the interaction of the different technological components (sound, light, video)?
- How do you ensure seamless cooperation with other suppliers of the event?
- Will you appoint a technical producer for the event who will be responsible for the overall management?
- How did you communicate between the different parties during the project?
A skilled technology provider will manage the whole and ensure that all the elements work together seamlessly. Good project management is one of the most important criteria for choosing a technology supplier.
Choosing a technology supplier – more than just comparing prices
While price is certainly an important factor in choosing a technology supplier, it should not be the only criterion. When comparing different suppliers, also consider:
- Reliability: does the company act professionally and keep its promises?
- Experience: does the supplier have a track record of similar successful projects?
- Flexibility: can the supplier respond to changing needs?
- Customer service: how well do they communicate and answer questions?
- Innovativeness: do they offer new ideas and solutions or just a basic service?
A quality technology supplier is a partner who understands the objectives of your event and helps you achieve them in the best possible way. Investing in good technology will pay off in a successful event.
Summary: The right technology supplier is a guarantee for the success of your event
Choosing a technology supplier is one of the most important decisions in organising an event. By asking these ten questions to potential suppliers, you will get a good idea of their skills and suitability for your event.
Remember that the best technology supplier is not necessarily the cheapest, but the one that understands the objectives of your event and can deliver them reliably and professionally. Good technical execution will ensure that your event is remembered as a positive experience.
Planning a business event? Kuja Media’s professionals have implemented numerous successful events all over Finland. Contact us and tell us about your event – we will help you find the right technical solutions!
