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DON’T Hire an Event Company
Until You Read This!

The Insider’s Guide to Choosing the Right Event Partner.
A special message from the Event Pioneers Impact Coalition (EPIC)

Dear Visionary Client,
Let’s be real: The event industry is flooded with smoke and mirrors. Behind the Instagram highlight reels and glossy websites are missed deadlines, overhyped promises, and botched delivery.
Too many clients get dazzled by charisma and pay the price in stress, disappointment, and—worst of all—a moment that can’t be redone.

This guide was created by EPIC — the Event Pioneers Impact Coalition — to help you spot the difference between a vendor who looks good on paper… and one who can actually deliver the experience you’re investing in.

If you’re reading this, it likely means that the event company you’re considering is part of our coalition—or at least wants to be held to a higher standard.
You can verify active membership at our → Member Directory.
TABLE OF CONTENTS:

Who is EPIC?

EPIC is a national alliance of top-tier event entrepreneurs who believe that your event deserves more than just a “show.” It deserves intention, expertise, and execution. Our Members have passed rigorous entry standards, pledged to ethical practices, and regularly train with each other to stay at the forefront of the industry.

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We are planners, producers, DJs, bands, floral designers, rental companies, and experience architects—all committed to integrity, innovation, and impact.
Any Member who breaks that trust? They’re out. No second chances.

5 Warning Signs Your Vendor Can’t Deliver:

EPIC is a national alliance of top-tier event entrepreneurs who believe that your event deserves more than just a “show.” It deserves intention, expertise, and execution. Our Members have passed rigorous entry standards, pledged to ethical practices, and regularly train with each other to stay at the forefront of the industry.

1

Vague Proposals: If your quote doesn’t spell out exactly what you’re getting, expect to be disappointed later.

2

“Don’t Worry, We’ll Figure It Out Later”: Translation? They haven’t.

3

Cheapest Bid on the Table: Red flag. The lowest price often leads to the highest regret.

4

All Talk, No Timeline: A pro will outline deliverables and deadlines.

5

Dodges Tough Questions: Ask about contingencies, backups, and insurance. If they get squirmy, run.

“But The Other Company Was Cheaper…”

Yes, and that’s exactly what the last 10 panicked brides, corporate CMOs, and nonprofit directors said before they called us for rescue mode.

A cheap vendor is expensive in hidden costs:
  • Last-minute scrambling
  • Poor communication
  • Generic, cookie-cutter solutions
  • Subcontracted crews with no accountability

You don’t get a do-over on your wedding, gala, or launch. Choose a team that treats your event like it’s theirs.

Don’t Get Fooled by the Flash

Anyone can have great Instagram photos. What matters is process, planning, and people.
Ask to see:
  • Real timelines
  • Full event case studies
  • Reviews that speak to stress-free experiences, not just pretty results

Ask These 6 Questions Before You Hire:

1

Can you walk me through a recent event from planning to execution?

2

Who will be on-site, and how do you handle problems in real time?

3

What’s your backup plan if someone is sick or equipment fails?

4

Can I see a sample run of show or production sheet?

5

Are your team members employees or subcontractors?

6

How do you measure success for my event?
A true professional will love these questions. Scammers will try to dodge them.
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The EPIC Pledge

Every active EPIC Member signs and upholds the following:
  • We deliver what we promise—and then some
  • We believe transparency builds trust
  • We train continually to stay world-class
  • We treat your event like it’s our own
  • We collaborate generously—not competitively
  • We hold each other accountable
If a Member fails to uphold this, they are removed. Period.

P.S.: If you were given this guide, the vendor you’re speaking with either is or is striving to be part of the EPIC movement. You can verify them
or learn more at URL

This is your event. Your moment. Choose wisely.

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