Before you buy. Twelve questions to ask any supplier.

1. Who are you, and how long have you been going?

Look for: A company name and number you can check on Companies House, and real people you can contact.

2. Where is our data kept, and who else handles it?

Look for: A plain answer in the privacy policy, and a list of the other services that handle it.

3. What does it cost for a year, VAT included, for everything we need?

Look for: One yearly price, with VAT shown and no paid extras to make it work.

4. Is there a charge per volunteer, per hirer or per poster?

Look for: Ideally none. Briefing more people shouldn't cost more.

5. Can our volunteers and hirers read their briefing on a phone without an app or a password?

Look for: A link or QR code that just opens.

6. Can we see who has read their briefing?

Look for: A dated record for each person, hirers included.

7. Can we put our own logo and colours on the posters and PDFs?

Look for: Your venue's name first, not the software's.

8. Can more than one of us look after the account?

Look for: Easy to hand over when your committee or manager changes.

9. Can we download everything, any time?

Look for: One document you can print, keep or show the SIA.

10. What happens to our plans, and our posters, if we stop paying?

Look for: You keep your plans, and nothing on your walls stops working overnight.

11. Who do we talk to when we get stuck?

Look for: Help inside the tool, and a team who answer their emails.

12. If it uses AI, what does it send, where to, and can we turn it off?

Look for: Plain answers, no names sent, and a way to switch it off.