Key Takeaways
- Portfolio evaluation should be weighted below reference evaluation — references reveal what portfolios conceal
- Technical capability assessment requires specific questions about infrastructure, not general questions about experience
- Team structure (who specifically will work on your event, not who runs the company) is a critical evaluation criterion
- Commercial terms reveal operational philosophy — a company that requires 70% upfront from a new client has cash flow concerns worth understanding
Portfolio evaluation (weight: 15%)
Portfolio decks are curated and photographed to show only the best outcomes. They demonstrate that the company has produced events in relevant categories and at relevant scale — nothing more. Evaluate portfolio against: does the company have examples of the specific format you are procuring (conference, launch, gala, concert)? Does the scale of the examples match or exceed your event? Are the portfolio examples recent (last 24 months)? Do the photographs show evidence of production quality — clean stage design, professional lighting, well-composed event environment? Portfolio weight in the evaluation: 15%.
Reference evaluation (weight: 35%)
References from client-side project leads at comparable events — not testimonials on the website, not case study endorsements, but a person whose phone number you have and who you will call. Ask the reference: Did the company deliver what was proposed? Were there surprises on show day, and how did the company handle them? Would you book them again, and if not, why not? How did the company handle scope change requests? Reference weight: 35%. This is the highest-weighted criterion because it is the one the company cannot curate.
Technical capability (weight: 30%)
Use the questions from our 15 questions guide to assess technical capability directly. Look specifically for: a named show-caller with relevant experience, evidence of an established supplier network for the event's technical requirements, and a clear articulation of the production specification for your specific event. Companies that answer technical questions with generalities ("we use professional equipment") are revealing that their technical specification is generated after engagement, not before. Technical capability weight: 30%.
Team structure (weight: 10%)
Who will actually work on your event? Get the specific names, roles and CVs for the production manager, show-caller and key technical crew. Confirm that these individuals are available for your event dates before the commercial proposal is submitted. A company that proposes a senior team and delivers a junior team is a common enough pattern in Indian corporate event procurement that it warrants explicit confirmation. Team structure weight: 10%.
Commercial terms (weight: 10%)
Evaluate the payment terms, cancellation policy, liability provisions and scope-change process. Red flags: requiring >60% upfront from a new client; unlimited client liability for scope changes without a defined change request process; no evidence of public liability insurance. Commercial weight: 10%.