How to check a supplier can cover your venue and crowd size

You've booked the venue and the date is set. Now you need sound and lighting that won't overwhelm a 50-person dinner or fall short at your 500-person awards gala. A supplier's portfolio might look slick, but that doesn't mean their kit scales to your crowd or fits your space. The gap between what they've done before and what they can actually deliver for you is where problems hide.

Check their track record with your venue type and size

Start by asking the supplier directly: "Have you worked in this venue before?" If they have, ask for the name of the event organiser or venue manager you can contact. That's your fastest route to reality. If they haven't, ask what similar venues they've equipped—not just the building type, but the footprint and ceiling height. A supplier comfortable with warehouse events might struggle with a hotel ballroom's fixed rigging points, or vice versa.

Request photos or video from events they've done at comparable crowd sizes. Don't just look at the lights and speakers—look at the space itself. Can you see how they've routed cables, where they've positioned equipment, and how much room remains for guests to move? If their recent work is all intimate gatherings and you're hosting 800 people, their experience gap matters.

Request proof of their equipment capacity

Ask for a written list of what they actually own. This isn't theoretical—you need to know they have enough functioning units on hand for your event. A supplier might subcontract or rent additional gear if yours is larger than usual, and that's fine, but they should tell you upfront and in writing.

For sound, ask the wattage output of their main PA system and whether it's suitable for outdoor or indoor use (outdoor events need more punch and weather protection). For lighting, ask how many fixtures they have and what types—moving lights, LED pars, trusses, uplighting. Then ask them to sketch a rough layout for your specific venue and crowd, showing where they'd place speakers and lights. A reputable supplier will do this without hesitation and will explain why they're making those choices.

Speak to referees who hired them for similar events

Don't just accept a list of references—call or message at least two people who used this supplier for events matching yours in scale and type. Ask directly:

• Did the equipment arrive on time and in working order?
• Did it actually cover the whole crowd? Were any areas dark or dead zones for sound?
• Did the operator respond quickly if something needed adjusting during the event?
• Would you hire them again for the same size event?

If a reference hesitates or mentions they had to shout over bad sound, or that the lighting made half the room look shadowy, that's a red flag. References are chosen by the supplier, so if even the chosen ones are lukewarm, imagine what unhappy clients might say.

Confirm their setup and testing process

Ask the supplier when they arrive to set up and whether they do a full soundcheck before guests arrive. For a venue you've never used before, this matters enormously—they need time to hear how the room actually sounds and adjust their system. Ask whether they'll walk the space with you beforehand to identify any obstacles, load-bearing limits, or power issues.

Get a written confirmation of their setup start time, the duration of soundcheck, and when they'll be ready for the event to start. A supplier who's done your venue before knows roughly how long this takes. A newcomer to the space should allow extra time and flag this in your booking.

Once you've verified their gear, their experience, and their references, use Strove to compare final quotes side by side—you'll have the confidence to judge not just price, but whether each supplier actually fits what you're hosting.