5 Questions to Ask a Concert Production Company Before Signing a Contract

It is important to know what exactly is covered in the contract with regard to services. Concert production companies provide a host of services, and not all of them might be present in the initial quotation.

• Sound & Lighting: Are top-grade sound systems and lighting arrangements present, or do you have to pay additional?
• Stage Set up and Backline: Will they bring all the requirements to set up the stage including microphones, drums, and guitars, etc?
• Staffing and Security: Does the company furnish security personnel, event managers, or technicians to staff your concert?

Ensure that all the important factors of an event are included in the quote you get. Otherwise, make sure you enquire about other expenses that may be incurred, particularly those incurred when it comes to LED video walls or customised lighting.

• What Is Their Experience with Similar Events?

A concert production firm with similar events is more likely to know how to deliver in order to fulfil expectations. Ask them about their experience with concerts of your size and kind.

• Event Scale: Have they performed small-scale events or large-scale events such as massive concerts?
• Music Genre: Do they know your genre (rock, electronic, classical, etc), and the specialized needs of producing it?
• Specific Events: When it comes to events, e.g., Exclusive events or even a Hybrid one, ensure that they have addressed such events as well.

As an example, should it be that you are conducting a hybrid concert where people would want to watch both physically and online, then you would want to know whether the company has ventured into giving virtual services like providing live streaming services or even interactive platforms.

• What Is Their Contingency Plan for Unexpected Issues?

Concerts are a live performance, and not everything goes according to plan. No matter what happens: technical problems, inclement weather, or even a last-minute change in the lineup, you want to understand how your concert production services will react to unforeseen circumstances.

Ask about:

• Backup Equipment: Do they have backup equipment that is ready to be out should something fail
• Weather Plans: Do they have a plan in the event of rain, storm, or poor weather conditions when you are hosting an outdoor concert?
• Emergency Communication: How will they be able to communicate with the staff members and the audience in case of a problem?

A business with a good contingency plan will ensure that it can deal with the unforeseeable easily, causing a slight impact on your event.

• What Is Their Payment Schedule and Cancellation Policy?

Discuss the financial conditions before entering into any contract; it can be pleasant to have no surprises later. Ensure that you are familiar with the pay scale and cancellation process.

• Payment Terms: Is the company a depository? So what is the final payment and when?
• Cancellation and refund policy: What about in the case that you have to cancel or reschedule the event? Is there any fine, or is it some sort of partial refund?
• Added Costs: Are there any available extra charges that may be incurred in the future, like overtime charges, permanent staff persons, or equipment hire?

Having clarification on these areas will help eliminate confusion and will allow both of you to be on the same page when it comes to money.

• Do They Own Their Equipment, or Do They Rent It?

It is important to know the ownership of the equipment used in your concert in terms of costs and quality.

• Owned Equipment: When the company owns its sound systems, lighting, and other gear, this can imply more dependable gear and even reduced prices because they do not have to rent their equipment to third-party vendors.
• Rented Equipment: There are also companies that end up renting their equipment from other companies, and this has been known to cause the quality to be inconsistent, or it may be quite expensive since rental fees are required.

In the event that the company leases equipment, enquire how reliable their suppliers are and whether they maintain backup equipment in the event of failure.

• Additional Considerations for Your Event

Other than the basic questions, consider the kind of experience that you would like your attendees to have. An event production company can provide a number of value-added services to maximize your event:

• LED Video Walls: These deliver an impressive, powerful visual experience, which can be used to help with post-event engagement on social media.
• Hybrid and Virtual Solutions: Ensure individuals watching and listening mobilely are made to feel as close to the experience as those attending physically, which is important considering that we live in the tech age today.
• Accessibility: Make sure that the company will provide such inclusivity options as AI captions, wheelchair accessible stages, or even hearing aid devices (ie, IEM packs).
• Multimedia Team: Other companies have more teams that are able to pre-record high-quality and emotional videos that are ideal in demonstrating a company’s appreciation to the existing clients or participants.

It is also important to inquire about any creative ideas that they could extend on to make your concert more unique, such as different use of senses or wanting the audience to respond through live polling or some surprise elements.