Suppliers in the Shadows: Who Really Powers a Top-Notch Event?
When you say event management, most people think of glamour: lights, a stage, music, a perfectly decorated venue, smiling guests. But those of us in the business – we think of the logistical coordination of an entire army of people.
And that’s no exaggeration. For a single event, we often hire up to 100 different suppliers. From the expected ones to those that even make us smile – as we search for them for the very first time. 🙂
But why does it matter?
Because a great idea can’t come to life without great people behind it. And because every one of those people has to be part of the puzzle we’re creating – with understanding, trust, and clear communication.
Lesson One: Not Knowing Enough = Not Knowing What to Ask For
Event managers don’t need to know everything.
But they do need to know enough about lighting to get the desired effect, about stage design to recognize whether a metal or wooden structure is needed, about printing to determine if the material has to be UV-resistant, about setup to foresee that a climber might be required for the installation…
Because if you don’t know what to ask for – you won’t get it.
And the result? Not even the best supplier can deliver magic without a clear brief.
t may sound paradoxical, but the more you know about different fields – the more creative you become. Why? Because you start combining the seemingly incompatible.
You blend technology with art. Industry with emotion. Agriculture with branding. Tradition with innovation.
That’s why, as event managers, we become a bit of everything – architects, directors, stagehands, audio technicians, even gardeners.
Not because we need to do their jobs – but because we understand how it all comes together.
And now comes the list of suppliers you most commonly expect at an event.
- Catering
- Technical Production (lighting, sound, video)
- Decoration
- Photo & video production
- Reception and service staff
- Speakers and hosts
- Musical performances
- Printing services
But then there are those no one expects – and we love them the most. Because working with them is always challenging, refreshing, and educational.
- Actors and entertainers – when the event becomes a performance
- Translators and simultaneous interpreters – because the world is global
- Choreographers – for impactful entrances and movements.
- 3D mapping and hologram teams – for a wow effect
- Sculptors and carpenters – when scenography demands special forms
- Welders and alpinists
- Nurseries and agricultural cooperatives – to build a forest or grow a field indoors.
- Pyrotechnicians and CO2 specialists – for a finale to remember
- Blacksmiths and model makers
- Performers, mascots, and extras – living, breathing brand attractions
- Barista teams – high-level mobile coffee bars
- Bricklayers and tilers – to make the temporary look like real stone
…are an essential part of (almost) every event.
Third Lesson: Every Event is a Story.
And we choose the cast, the costumes, and the set.
Event planning isn’t just a checklist.
It’s a narrative unfolding in space and time.
And to make it successful, we need to know exactly who we’re bringing on stage – and why.
Suppliers aren’t just contractors.
They’re partners in the creative process.
They’re the ones who turn ideas into experiences.
And our job is to know them, understand them – and fit them into the story.
So why do we love this job?
Because no two days are the same.
Because every new concept takes us somewhere else – today into the digital realm, tomorrow into a sculptor’s studio, the next day to a lavender field.
Because in this job, there are no limits – only ideas waiting to be brought to life.
And because behind every idea – there are people.
Suppliers.
Collaborators.
Allies.
Because behind every successful event… there’s a great team.
And often, a good welder too.
