Check 01
Legal and licensing
Company registration, operating licences, and the specific permits the category requires — transport operator licences, alcohol service, rigging certification.
Supplier network
A supplier list is easy. A vetted one is the actual asset.
Every agency has contacts. What matters is whether the insurance is current, whether the licence covers the work, whether they can deliver at your scale on your dates — and what they did the last time something went badly wrong.
What we check
Six checks before anyone is used.
These run before a supplier appears on a shortlist, not after they have been appointed. In unfamiliar markets they take longer, which is one of the reasons we will tell you when a timeline does not allow a destination to be done properly.
Check 02
Insurance
Public liability at a level appropriate to the work, employer liability, professional indemnity where design is involved, and vehicle cover for ground operators.
Check 03
Safety
Risk assessments and method statements, driver hours policy, vehicle age and maintenance records, structural certification for anything built.
Check 04
Commercial
Rate structure, what is genuinely included, tax treatment, cancellation terms and whether commissions are disclosed.
Check 05
Capacity
Whether they can actually deliver at your scale on your dates, rather than at their best-case scale in a quiet week.
Check 06
Behaviour under pressure
What they did the last time something went wrong. This is the check that predicts the next programme, and it is the one nobody asks about.
Ranking reflects delivery, not the best rate on the day
Performance is recorded programme by programme — on time, on specification, how issues were handled. That record feeds the ranking, so a supplier who was excellent three years ago and mediocre twice since does not keep the recommendation.
Commercial arrangements are disclosed
Where a supplier pays commission, the client is told and it is credited or offset against the fee, depending on the model agreed. A search whose ranking is quietly driven by who pays most is not a search.
We pay suppliers on the terms we agreed
Late payment is how an agency loses the supplier it needs on the next difficult programme. Terms are agreed up front and kept, including when the client is late paying us.
A settled price is not walked back
Once we have committed on an accepted price, that price stands. Renegotiating after delivery damages the relationship your next event depends on.
Categories
What we contract, and where.
- Venues and hotels
- Convention centres, conference hotels, resorts, unusual and heritage spaces
- Destination partners
- Ground transport, local venues, permits, staffing, guides and experiences
- Production
- AV, lighting, staging, rigging, LED, streaming and show crew
- Stand build
- Space-only fabrication, modular systems, graphics and installation crews
- Freight and logistics
- Forwarding, customs brokerage, carnets, on-site handling
- Air and travel
- Group fares, charter, rail, meet-and-assist and visa services
- Staffing
- Hosts, promoters, registration staff, interpreters and hospitality crew
- Technology
- Networks, scanners, badge printing, streaming platforms and interpretation
For suppliers
Want to be on the list?
We are always looking for destination partners, production crews and stand builders in markets we work in. Send company details, insurance and licensing, three recent references at a comparable scale, and one example of something that went wrong and what you did about it — the last one is the part we read first.
hello@voyacircle.comWhat you get from us
- A written brief and specification, not a phone call and a hope
- Payment on agreed terms, including when our client is late
- Realistic head counts rather than optimistic ones
- Feedback after every programme, good and bad
Supplier, or buying from one? Both conversations start here.
If you run a venue, a production house or a DMC and you can hold a standard, introduce yourself. If you are the one buying, tell us the destination and we will tell you who we would put in front of you and why.
hello@voyacircle.com