We were recently hired by a client to work on the creative design of their show and to direct the show on-site. There was an existing vendor who was to provide all of the production equipment. Though this isn’t our usual way of working an event, we trusted the client and the event seemed like a fun one to be involved with, so we signed on.
The company that provided the equipment was a reputable one which had worked many events and had a history with the client. Everything went well right up to the day of load-in. Trucks pulled up to the docks and dozens of cases filled with production equipment filled the ballroom. Our technical director noticed that the equipment, rather than all being from the contracted company, was largely sub-rented from other equipment vendors.
Sub-renting gear is a common occurrence. When equipment companies have multiple jobs at one time they don’t always have the inventory to fill all the equipment needs, so they supplement it with gear from other companies. With that said, when our technical director saw the sub-rented equipment, he wasn’t concerned. Turning to the person leading the load-in, he simply asked, “Who performed the quality control check on the sub-rented equipment?” Unfortunately, the blank stare he received was the beginning of a very long and painful load-in. While much of the sub-rented equipment was fine, there were a number of items that were supplied incorrectly or that simply didn’t work.
The experience, professionalism, and quick thinking of our crew on the show ultimately saved the day. However, the cost of overtime to the client, sleepless nights, and stress on the entire production team were significant.
When equipment is sub-rented on our jobs, it is always opened and quality checked before being allowed onto the trucks. As event professionals, we have seen many speakers at our clients’ shows talking about the importance of quality control and delivering products that work. Just like in the worlds of our speakers, successful event production is as much about preparation as it is about execution.
