Gala buyer checklist: 8 questions for any supplier

Rules differ by country and by council. Ask your legal adviser.

A good supplier answers these in plain words. Ask each supplier the same eight, and compare.

1. What similar events have you run? Look for events of a similar size and a similar kind of organiser. Ask what the organiser did and what the supplier did.

2. How much of the work stays with our team? Look for a clear list of tasks, and an honest estimate in hours.

3. What does the supplier do on the night? Look for a plain description of the role in general terms. Ask what happens when something changes during the night.

4. Who decides the award recipients? The answer should be: your jury. The supplier runs the process around it.

5. Who controls our data, and can we take it with us? Look for a clear split: the organiser controls event data, and the supplier processes it. Ask if the data can be exported, and in what format.

6. Where is the data held, and who else can reach it? Look for the hosting region, and a list of the other companies that handle data for the supplier.

7. How is personal data handled, and for how long is it kept? Look for a clear rule on retention after the event. Ask for it in writing.

8. What does the quote include? Look for a written quote. Ask what it covers and what it does not.

How to use the list

Score each answer: clear, partly clear, unclear. Compare totals, not feelings. Keep the written answers in your procurement file.

Rules differ by country and by council. Ask your legal adviser.