Control before order
Quotes can only be compared against the same scope.
Defined item
Dimensions, quantity, finish, performance, delivery point, installation requirements and return condition.
Comparable quote
Net price, VAT, transport, labour, overtime, venue fees, damage deposit and cancellation terms.
Named owner
One named person responsible for the order, artwork, delivery, onsite issues, acceptance and invoice matching.
Deadline chain
Approval, production, dispatch, venue access, testing and return dates tracked as separate checkpoints.
Acceptance proof
What is checked, who accepts it and what happens if the deliverable does not meet the agreed scope.
Fallback route
Backup stock, a second device, replacement print, an alternative crew or a documented no-go decision.
Supplier categories
Each category carries different risks.
| Category | Primary controls | Acceptance |
|---|---|---|
| Graphics & print | Artwork version, dimensions, substrate, colour reference, finishing and packing. | Visual, dimensions and finish before dispatch. |
| AV & lighting | Model, inputs, power, content format, rigging rules, operator and backup. | Full playback and event-use test. |
| Furniture & rentals | Quantity, colour, condition, delivery slot, deposits and return ownership. | Count and condition at handover and return. |
| Transport | Vehicle, driver, loading plan, passes, access window and contingency. | Complete packing list at venue and return. |
| Onsite crews | Names, roles, arrival, venue induction, tools, supervisor and working limits. | Completed assigned scope and clean closeout. |
| Venue services | Official order, power, internet, water, lifting, waste and approved times. | Service available and tested before opening. |
Claims and checks
“Approved supplier” means only what the evidence supports.
- IdentityLegal entity, invoice details, named contact and project role.
- Venue eligibilityRequired access, insurance, licences or inductions checked for that venue and task.
- CapabilityRelevant samples, equipment, capacity and committed dates, without invented certification claims.
- Commercial termsWritten price, exclusions, payment milestones, cancellation and damage terms.
- Data boundaryOnly necessary exhibitor, venue and access information is shared.
- CloseoutInvoice matched to accepted scope, returns and documented adjustments.
Escalation
When something changes, the right owner can decide quickly.
Record the deviation
Item, time, evidence, current impact and supplier response.
Set viable routes
Correct, replace, reduce scope, reschedule within venue limits or stop.
Name the approver
Cost, timing and visitor impact are accepted by the authorised decision owner.