How to check a crew has handled events like yours
Verify your technical event crew with concrete checks: reference calls, portfolio review, CIPC registration and scenario-based questioning before booking.
When you need technical support for an event, skipping the verification step usually leads to the same painful lessons: the lighting person has only done wedding ceremonies, the sound operator freezes when faced with your three-language simultaneous translation setup, or the crew shows up without the cables they said they'd bring. By that point, your event is already compromised. The antidote is simple verification—not trust, not promises, but concrete proof that they've actually handled work like yours.
Ask for a client reference from a similar event
The strongest proof is someone else who hired them for comparable work. When you ask for a reference, be specific about what comparable means: if you're running a conference with breakout rooms and a keynote livestream, you need someone who's done exactly that. Ask the crew member or company for at least two references from events in the last 18 months that match your setup in scale, complexity and audience size.
Once you have a name and number, phone them—don't email. Ask how the technical support handled their specific demands: Did the crew arrive early to test? Did they troubleshoot problems without waiting for permission? If there was a failure (a projector bulb blew, audio feedback happened mid-session), how quickly did they fix it? Pay attention to whether the reference sounds relieved or just polite. Ask them directly: would you hire this crew again? If they hesitate, that's your answer.
Request their portfolio or past work documentation
A legitimate technical crew keeps records of events they've supported. Ask to see photos, video clips or event run-sheets that show the scale and type of work they've done. This is different from flashy marketing material—you're looking for evidence they've actually set up the same equipment, worked in similar venues or managed your type of complexity.
If they mention they've handled corporate conferences, ask for documentation from at least one. If they claim experience with live streaming, ask what production software they use, what internet bandwidth they typically require and what failover plan they have. Their ability to answer these specifics—not vaguely, but with actual technical detail—tells you whether they're reciting what they've read or describing what they've lived through. Someone who's genuinely done the work will reference specific problems they solved or equipment they prefer for certain situations.
Search for their business registration and relevant credentials
Check that the crew or company is registered with CIPC if they operate as a formal entity. Ask whether any of the core team hold technical certifications relevant to their role—audio engineering, live event production or rigging qualifications. These aren't absolute proof of competence, but an absence of any traceable business identity is a warning sign.
If the event involves complex or high-value equipment hire, also ask whether they carry professional liability insurance and can provide a certificate. It's not just protection for you; it means they operate as a professional outfit accountable to insurers, not a side hustle run from someone's garage.
Quiz them on your specific event requirements
Describe your event in detail—the venue size, the number of speakers, whether there's audience interaction, how many screens you need, whether you're recording or streaming, your timeline and your backup plan if primary equipment fails. Watch how they respond. Do they ask clarifying questions, or do they immediately give you a flat fee and a template proposal?
Ask them to walk you through exactly how they'd set up your AV, what they'd test before guests arrive and what they'd monitor during the event. Ask what would happen if their primary audio desk malfunctioned 30 minutes before you go live. Someone who's actually done technical support at events will have lived through these scenarios and will answer with specific steps, not reassurance.
Verification takes an hour of your time but saves you from disaster. On Strove, you can check reviews and ratings from past clients, but don't stop there—pick up the phone, ask the detailed questions and make sure the proof matches your event. Trust the crew who can show you exactly what they've done, not just what they promise to do.
Common questions
- What should I ask a reference about technical crew?
- Ask whether the crew arrived early to test equipment, how they handled problems during the event and whether they'd hire them again. Inquire about specific scenarios relevant to your event—did they manage live streaming smoothly, handle multiple cameras or run a complex audio setup?
- Is CIPC registration enough to verify a technical crew?
- No—CIPC shows they operate as a business, but it doesn't prove event experience. Request references, portfolio documentation and relevant technical certifications as well. A legitimate crew will have traceable work history and professional accountability.
- How do I know if a crew has actually done events like mine?
- Ask them to walk you through how they'd set up your specific AV, what they'd test beforehand and how they'd handle equipment failure during your event. Someone with real experience will reference specific problems they've solved and ask clarifying questions about your requirements, not provide a generic template answer.
- Should I check for liability insurance?
- Yes, especially if you're hiring high-value equipment or the crew will work unsupervised. Ask for a certificate of professional liability insurance—it shows they operate as a professional entity accountable to insurers, not just a casual operator.
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