Service providers are involved in many aspects of events and are part of its ultimate success. They provide a variety of services: parking valets, decorators, hostesses and stewards or caterers who prepare dishes if the event organizer wishes to offer their guests appetizers. Service providers in the event industry are just as much present in professional events (company fairs, conferences, company kick-offs, etc.) as in events organized by private individuals (weddings, birthday parties, etc.).
However, as a service provider in the event industry, bear in mind that despite your specialization in a specific field, the competition is tough. So, focus on tasks with an added value and don't waste your time on tedious details. Organization is the keyword, so here are a few points to bear in mind for successful service provision at an event - and to make organizers and participants want to recommend you to their peers or contact you again in the future!
First of all, don't hesitate to ask the event organizer as many questions as possible. Just like a detective, you need to carefully determine your client's expectations both overall and specifically in relation to the service you're providing. First make sure you understand the nature of the event: how many people are expected, what's planned, the duration of the event, the date, the atmosphere, the concept and objectives of the event: take ownership of the event as if it were your own. Then, deal with aspects specific to your business in order to ensure that your offer is as closely adapted to your client as possible.
Let your client tell you about their dream and how they think the event would ideally go. But never forget to discuss the financial side: has your client already defined a budget? Thirdly, provide them with a price range or even a detailed price - this will save you time and help you select clients who can make a financial commitment to you directly.
Prepare what you will need for D-Day in advance and stay coordinated with the organizer and the exhibitor if necessary. As a provider, you will most likely have to be present before and after everyone else, so make sure you define the logistics with the organizer. It's possible, that other service providers will be involved at the same time as you, especially at large events: the organizer is therefore responsible for synchronizing everyone's activities and will remain in charge of everything.
During the event, you'll be mainly in the background and, like the organizer, your role will be to make sure everything runs smoothly: you must be able to intervene at any time to manage unexpected events. Depending on your role, you will be behind the scenes or directly at the heart of the event.
At the end of the event: the provider is often the last to leave the venue with the organizer! Once you've put away your equipment, you can use the next few days to discuss things with your clients: any difficulties or challenges that were encountered, and how to improve things for future events. Immediate feedback is extremely important for you and the organizers.
Like many service providers, you may be a freelancer. So you’re probably passionate about your business, but less so about the administrative aspects! Managing email enquiries, exchanges between you and the organizers, following up orders, processing invoices, etc., all details that are necessary for your business but that can quickly become a phobia for some... and very often time-consuming. You can't get rid of it, but you can now manage it in a more serene and automated way: thanks to BoothSquare, you can manage all interactions with your clients who are organizing events in just a few clicks. BoothSquare is a software program that helps event organizers and event service providers reduce costs and maximize the quality of their operations and business processes.