CAST Academy · For clients
Before you sign: what to ask any supplier
Most event problems don't happen on the event day. They start earlier, with a question nobody asked or a detail nobody wrote down. Before you pay a downpayment or sign anything, take ten minutes to go through this guide.
Questions to ask every supplier
Whether it's a caterer, a photographer or a stylist, these questions apply to everyone:
- Are you available on my date, and will you hold it for me? Ask how long they can hold it and what reserves it.
- What exactly is included? Get the list in writing: hours, number of staff, equipment, setup and cleanup.
- What is not included? This is where surprises hide. Ask about transportation, overtime, extra staff and anything "on request".
- What are the payment terms? How much is the downpayment, when is the balance due, and how do you pay?
- What happens if I cancel or move my date? Ask what part of your payment is refundable and until when.
- What happens if you can't make it? A good supplier has a backup plan, like a replacement team member of the same level.
- Who will actually be there? For photographers, hosts and coordinators, ask whether the person you're talking to is the person who shows up.
Questions for specific suppliers
Caterers: Can we do a food tasting? How many servers for our guest count? Is there a charge if the venue requires it, like a corkage or kitchen fee? What happens to leftover food?
Photographers and videographers: When will we receive the photos and video? How many edited photos? Will we get the full-resolution files?
Stylists: Can you visit the venue before the event? What time will you set up, and when do you take everything down?
Venues: What are the house rules? Which suppliers can we bring in? What are the ingress and egress times? Is there an overtime charge?
What a good contract includes
A contract protects both you and the supplier. Before you sign, check that it has:
- Your names, the supplier's business name, and contact details for both
- The event date, time and venue
- The full list of what's included, with quantities and hours
- The total amount, the downpayment, the balance and the due dates
- The cancellation, rescheduling and refund terms
- What happens if the supplier can't deliver
- Signatures from both sides
If something you agreed on in chat isn't in the contract, ask them to add it. If it isn't written, it's hard to hold anyone to it.
Red flags to watch for
Be careful if a supplier:
- Asks you to pay into a personal account instead of a business account, or won't issue an official receipt
- Pressures you to pay today with a "last slot" or "price goes up tomorrow" message
- Won't put anything in writing, or keeps changing the details
- Has no photos of real past events, or the photos look like they were copied from somewhere else
- Takes days to reply before you've booked. It usually gets worse after you've paid.
One red flag isn't always a dealbreaker, but two or more should make you pause.
Why CAST-accredited partners help
CAST-accredited partners have been reviewed by the CAST team before they're listed. You can see their credential, their reviews from past clients and their work in one place. It doesn't replace your own questions, but it gives you a safer place to start.
Quick checklist
- Asked the seven questions above
- Got what's included and not included in writing
- Checked the payment terms and refund policy
- Read the contract fully before signing
- Paid only into a business account, with an official receipt
- Kept copies of the contract and every receipt
In CAST: find accredited partners and compare their profiles and reviews with Find vendors.