One event logistics supplier is pretty much like another, aren’t they? When we asked our clients about what has frustrated them about some other providers, it soon became clear that some of the things we might take for granted aren’t always that common.
Here are 10 areas that our clients tell us any buyers of event logistics services should check:
1) Experience and knowledge
Does the supplier know what they are talking about? It’s a fundamental question. If they don’t have several years’ experience in events logistics it’s unlikely they’ll have come across the various challenges we face every day.
This is why we recommend that even if you don’t choose to work with us, you should always work with a specialist in event logistics rather than a general freight forwarder or courier company.
2) A proven track record
Of course, years of experience doesn’t always guarantee a reliable, trouble-free service. It’s worth checking the track record of any event logistics supplier. At the very least check their testimonials or any case studies. For larger jobs, you might want to ask to talk to some of their previous clients.
Of course, years of experience doesn’t always guarantee a reliable, trouble-free service. It’s worth checking the track record of any supplier. At the very least check their testimonials or any case studies. For larger jobs, you might want to ask to talk to some of their previous clients.
3) Ease of ordering
Is the ordering process designed to be easy for you or easy for the provider? Don’t be put off by lots of questions about your consignment. This is essential for an accurate quote and ensuring the supplier meets your expectations. But are any forms clear and easy to complete? Are you given the option to talk to a person about your requirements or is it all automated?
4) Equipment
Does the event logistics company have access to the right kind of equipment to meet your brief? Clean, reliable vans and lorries are only part of the story. Do they offer secure warehousing for storage? What about specialist equipment to ensure any large or heavy displays and equipment are loaded and unloaded safely?
Does the event logistics company have access to the right kind of equipment to meet your brief? Clean, reliable vans and lorries are only part of the story. Do they offer secure warehousing for storage? What about specialist equipment to ensure any large or heavy displays and equipment are loaded and unloaded safely?
5) Venue knowledge
Each venue has its own foibles, so it’s useful, if not essential, if the company you choose has delivered to this venue before and knows about any requirements and restrictions in advance. If the firm has particularly strong experience they will even know a few tricks to avoid getting stuck in the delivery jams that sometimes happen at larger events.
6) Website
Check out the website. Of course, anyone can say what they want on a website so don’t take any claims for granted. But a professional, well-designed website that contains useful information about how to work with the provider and how to get the most from your events is usually a good sign.
7) International experience
If you are attending an overseas event it is essential to make sure the event logistics company has a history of international experience. Overseas deliveries are not for the fainthearted! The paperwork alone takes some time to master and can delay you disastrously if incomplete. Add to that the complexities of shipping and air freight and you’ll appreciate you don’t want to be a test case for someone who’s doing it for the first time.
8) What extras are available?
A good event logistics company won’t simply collect and deliver your materials to the venue. There are many other services you might need and it makes sense to use the same organisation for a seamless service. Perhaps you need your display to be built and dismantled. Or your packaging to be stored securely during the event. You might even want to hire furniture and literature displays, or have a new stand designed for this event.
9) Can you get help outside of office hours?
While it’s useful to have online consignment tracking, it’s far more reassuring to be able to talk to a person in the time between your delivery is picked up from and returned to your premises. Look for a 24-hour helpline that gives you access to a real person who will take responsibility for sorting out any issues. It’s also useful if your provider has people on the ground at your event, even if it’s just for the first hour or so, to make sure you are settled in and to troubleshoot any problems.
10) Realistic pricing
Notice we say, ‘realistic’ rather than ‘cheap’. Would you really entrust your brand reputation to the cheapest supplier? If a fee seems too good to be true, it probably is. Conversely, an inflated price is no guarantee of superior quality.
Of course, price must be a deciding factor but it should never be the only one. Don’t overlook the other items on this checklist when choosing your event logistics supplier.
Naturally, Bill Bowden Event Logistics stands up well in all these areas. Use this checklist to compare us with other firms. We think you’ll be pleasantly surprised.