If you've never run a large event before, the first call with a production company can feel disorienting. You may not know what they need. They may seem to want a lot of information. Here's what we wish more clients arrived with — and what to leave at the door for now.
What to bring to the first call
The first call is usually 30 minutes. We can do useful work in that time if you arrive with the following:
- The event type. Wedding? Corporate gala? Brand activation? Private dinner?
- The date or date range. A specific date, or a window. Without this, we can't talk about supplier availability.
- The guest count. A range is fine: "100-150" rather than insisting on an exact figure.
- The venue, OR the venue brief. Either you've booked one already, or you have a sense of what type of space you want.
- A budget range. The single most useful figure to share. We can do useful work with "£30k-£50k" — we cannot with "we don't have a budget yet".
- Decision-making structure. Are you the sole decision maker? Couple? Committee? Agency representing the end client?
Questions worth asking us
| Question | Why ask it |
|---|---|
| "Have you done events like this before?" | Past relevant work matters more than past prestigious work |
| "Who would lead our event day-to-day?" | Avoid the "presenting partner does the sale, junior delivers" trap |
| "What's your fee structure?" | Fixed, percentage, day rate — clarity from the start |
| "What insurance do you carry?" | £5m PL minimum for serious work |
| "How do supplier payments work?" | Deposits, balances, who holds the money |
| "What happens if my budget is wrong?" | Honest answer here is the most predictive signal |
Frequently asked
Should I share my budget on the first call?
Yes, in a range. "£40-£60k" is enormously more useful than "we don't know". A producer can structure the conversation around your real constraints.
Should I have a venue booked before contacting a producer?
Either way works. Many clients prefer to engage a producer first and have us shortlist venues.
How long should the first call take?
30-45 minutes. Anything shorter probably hasn't covered enough; anything longer suggests scope is unclear.
What should the producer come back to me with after the first call?
Within the working day: an indicative scope, a budget figure or range, next-step recommendation, and any obvious questions or risks they spotted.