Using an agency or an experienced event manager brings clear advantages: extensive industry knowledge and access to a trusted network of reputable suppliers. But what if you decide to source an event activity supplier yourself?

With the transformation of the World Wide Web—and now AI—everything is at your fingertips. However, having access to information doesn’t always mean making the right choice.

Please note: this guidance applies to external suppliers providing experience days or activities. Venue sourcing is a very different market and not covered here.

Below are our top tips to help you choose the right supplier and avoid finding yourself in a sticky situation.

1. Don’t Judge by Google Alone
Google searches are a great starting point, but remember: everything looks brilliant on screen. A slick website doesn’t always reflect operational quality, safety standards, or real-world experience.

3. Ask for Proof of Experience
Request testimonials or references from happy clients—ideally from events similar to yours. Genuine suppliers will be more than happy to share their success stories..

4. Review Social Media Carefully
Social media can be very revealing. Look beyond polished photos and ask:

• Have they actually delivered the activity they’re proposing?
• Do they have the relevant experience and scale?
• Are safety standards clearly evident?

For high-risk activities (such as axe throwing), using a genuinely experienced and qualified operator is absolutely essential.

5. Pick Up the Phone
A conversation can tell you far more than a website ever will. Speaking directly with the supplier gives insight into their professionalism, knowledge, flexibility, and reliability.

6. Scrutinise Insurance and Risk Assessments
Always thoroughly review their documentation. Common oversights include:

• Weather contingency planning
• Power supply requirements
• Minimum space or staffing needs

These details slipping through the net can cause major issues on the day.

7. Confirm Event Timings and Setup Requirements
Ensure the supplier allows sufficient time for arrival, setup, and testing before guests arrive. A professional supplier will build this into their planning without hesitation.

Choosing the right event activity supplier takes a little extra effort—but that effort can be the difference between a seamless experience and unnecessary stress. When in doubt, trust your instincts, do your checks, and never be afraid to ask questions.

Finally, if you want peace of mind and someone to do all the above then contact us! We can do all this for you.