Choosing a Concert Production Partner
A practical framework for evaluating production companies — what to look for, what to ask, and what to avoid. Selecting the right production partner is one of the most consequential decisions in event planning. The right choice prevents problems; the wrong choice creates them.
Define Your Requirements First
Before contacting production companies, document what you need: venue type and size, expected attendance, number of performers, desired production level, and budget range. A clear scope allows production companies to provide accurate proposals and allows you to make meaningful comparisons. Vague requirements produce vague proposals, making it impossible to evaluate vendors objectively. Include known constraints: venue rigging limits, power provisions, load-in access, noise restrictions, and any artist rider requirements you already have.
Evaluate Relevant Experience
Ask for references and examples from events similar to yours in scale, venue type, and production complexity. A company that excels at corporate conferences may not have the expertise for a 10,000-person outdoor festival. A company that tours with arena acts may not be cost-effective for a 500-capacity club show. Relevant experience means they have solved the same types of problems your event will present: same venue categories, similar audience sizes, comparable technical complexity. Request specific references you can contact, not just a portfolio page.
Understand the Proposal Structure
A professional production proposal should clearly define: equipment by department (audio, lighting, video, staging, rigging), crew positions and call times, transportation, setup and strike timelines, power requirements, and all costs including potential overtime and contingency provisions. Compare proposals line by line, not just bottom-line price. A lower-priced proposal may exclude items that another includes — rigging labor, generator fuel, overtime provisions, or contingency equipment. Ask about anything that seems missing or unclear.
Assess Safety & Insurance
Request current certificates of insurance and ask about safety practices: crew qualifications, rigging inspection procedures, weather protocols for outdoor events, and emergency response plans. Professional companies carry general liability insurance (typically $1M–$5M), workers’ compensation coverage, and equipment insurance. They can provide certificates naming your event as additional insured. Companies that hesitate to discuss safety or insurance should be viewed with caution.
Single-Vendor vs Multi-Vendor Production
Single-vendor production (one company providing all departments) simplifies coordination, accountability, and communication. One production manager oversees everything under one contract. Multi-vendor production (different companies for audio, lighting, video, staging) can work but requires more coordination from the event organizer and creates gaps when departments need to interface. The coordination burden shifts to you or a hired production manager. For most events, single-vendor production reduces risk and simplifies management.
Red Flags in Vendor Selection
Watch for these indicators: proposals delivered without asking detailed questions about your event; inability to provide references for similar events; vague equipment descriptions ("professional PA system" instead of specific models and quantities); no discussion of safety, insurance, or crew qualifications; pressure to sign quickly without adequate review time; and pricing that is dramatically lower than other proposals without a clear explanation of the scope difference. Low pricing usually means something is missing — crew, equipment quality, backup gear, or adequate planning time.
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Start a ConversationVendor Selection FAQ
Common questions about choosing a concert production company.
Two to four proposals provide enough comparison without overwhelming the evaluation process. Ensure each company receives the same scope information so proposals are comparable. More than four proposals typically creates confusion rather than clarity, and requesting proposals from companies you have no intention of hiring wastes their time and yours.
