Questions to ask before hiring sound and lighting

You've booked your venue, confirmed your guest list, and now you're looking at sound and lighting quotes. Three providers have sent through proposals, but they're not formatted the same way, and you're unsure what questions to ask to actually compare them fairly. Here's how to interview them properly and spot the difference between a thorough answer and a brush-off.

The venue and load-shedding questions

Start with this: "Have you worked at my venue before?" A good answer is specific—they describe the space, mention past events they've done there, and note any quirks (pillars that block sightlines, ceiling height limits, power access points). An evasive answer is vague: "Yeah, we do heaps of venues." That tells you nothing.

If they haven't been there, ask: "Will you visit the venue before the event to assess it?" This matters enormously. A reputable supplier will insist on a site visit to check power supply, cable runs, structural points for hanging lights, and sightlines from different parts of the room. They should ask *you* detailed questions in return: Where are guests sitting? Is there a dance floor? How far is the DJ or band from the audience? This back-and-forth shows they're thinking operationally, not just quoting.

Since power outages can disrupt events, directly ask: "How do you handle power outages during the event?" Listen for whether they carry a generator, whether it's included in the price, and how quickly they can switch to it. Also ask if their equipment can run on backup power—some lighting rigs don't, and you need to know that upfront.

The operational and contingency questions

Ask: "Who will be on-site and for how long?" A clear answer names the technician, specifies arrival time, setup duration, and when they'll leave. Vague answers like "we'll handle it" are a red flag. You want to know if they're there during the entire event or if setup ends and they leave—this affects troubleshooting if something fails mid-event.

Next: "What happens if equipment fails during the event?" The best answer includes their spare parts, whether they carry backup speakers or microphones, and whether they stay on-site to fix it. A weak answer is "that rarely happens." Equipment *does* fail, and you need a plan.

Ask about contingencies for your specific event: "If I lose power, if the DJ doesn't show up, if the room is noisier than expected, or if we run 30 minutes over schedule, how do you adapt?" Providers who've thought through scenarios give you confidence. Those who sound caught off-guard haven't.

Also ask: "What do you need from me or the venue to do your job well?" Good suppliers will request access times, power outlet locations, height restrictions, and a contact person for the day. They'll send a technical rider. This shows they're organised and experienced.

Finally, clarify roles: "Will you operate the sound and lights during the event, or am I hiring equipment only?" Some quotes include a technician; others don't. Both are valid, but you must know which one you're getting. If you're operator-only, confirm the supplier has given you clear instructions on how to use the gear, or budget for hiring an operator separately.

When you're weighing responses, look for consistency. Providers who answer thoroughly, ask you questions back, and volunteer to visit the venue are already ahead. Those who give one-liners or seem impatient are risking your event. Take notes on each answer—not just the words but the tone. Professional suppliers expect detailed vetting because they know thorough planning prevents disasters.

Once you've narrowed it down, verify they're registered with the relevant industry bodies and ask for recent client references. Then book a call with one of those references; they'll tell you whether promises became reality on the day. On Strove, verified sound and lighting providers are vetted and rated by past clients, so you can read real feedback before you even pick up the phone.