Modules · Suppliers & contracts
Stage, sound, toilets, fencing, power, cooling: a festival is a sum of suppliers. Here they all are, with their arrangements, their money and their moments.
A glimpse of this module
with sample data, liveSuppliers & contracts shares data with Budget & money, Run sheet & the day itself and Planning & tasks. Change one thing and they move with it.
Nineteen modules, one system. Change it here and it stays right everywhere.
What it does
Contact person, quotes, contract, insurance certificates. All together, next year too.
A signed quote automatically becomes committed budget on the right line item. No double bookkeeping.
The arrival time from the arrangement appears automatically in the build-up run sheet, with the person responsible for receiving the supplier.
Deposit on order, the rest after delivery. The system reminds you before the due date, not after.
Who delivered late, who thought along with you? A simple score per supplier makes next year's choice easy.
A festival is a sum of suppliers. The stage, sound and light, toilets and sanitation, fencing, power or generators, cooling, tents and security all come from a specialised company. Keeping the overview means knowing, per supplier, what has been agreed, what it costs and when that party has to be on site.
Each supplier deserves its own file: the contact person, the quote, the signed contract and the insurance certificates together, still there a year later. Payment usually runs in two steps, a deposit on order and the rest after delivery, so you want a reminder before every due date and not after. The agreements do not stand alone either: a signed quote is committed budget on the right line item, and the arrival time belongs in the build-up run sheet.
Afterwards, a simple score per supplier helps your choice for next year. Suppliers is one part of festival.productions and it shares its data with the rest: contracts flow to the budget, and the load-in times to the run sheet and the logistics.
Frequently asked questions
The regulars are stage building, sound and light, sanitation and toilets, fencing and crowd barriers, power or generators, cooling for the hospitality, tents and canopies and often security. Exactly which you need depends on size and location. This module keeps a file per supplier with contact person, quote, contract and insurance certificate, still findable at the next edition.
You calculate the number based on the expected visitor count, the duration of the event and the ratio of men, women and people with reduced mobility; rental companies and councils have guidelines for this. Reserve well in time, because in high season units are scarce. In this module you record the sanitation supplier with quantity, price and arrival time, linked to the budget and the run sheet.
Many suppliers work with a deposit on order and the remainder after delivery; the exact percentage is in the quote and differs per party. Keep track of those moments, because a missed due date can block a delivery. This module lays out the payment moments per supplier and reminds you before the due date, not after.
Yes, put the agreements in writing: what is delivered, the price, the delivery date, the liability and the insurance. Also ask for a valid insurance certificate. This module keeps quote, contract and insurance certificate in one file per supplier, so with a question or a claim you have everything to hand straight away.
Ask for several quotes and compare not only the price, but also references, experience with events and whether they think along. Afterwards, record per supplier how the cooperation went. This module keeps a simple score per supplier per edition, so the choice for next year becomes easier.
Every signed quote is committed money and belongs on the right line item straight away, so you do not administer twice and always see what is still free. This module lets a signed quote land automatically as committed budget in the budget module, without you retyping anything.
Everything in one place
In festival.productions, Suppliers & contracts feeds straight into Budget & money, Run sheet & the day itself and Planning & tasks. You change it in one place and it stays right everywhere, from the budget to the event day.