What Do Your Vendors Need From You?
If anything goes wrong at an event, all fingers will point to the planner.
As a vendor or service provider for events, how many times have you heard those dreaded two words, "I thought," followed by a laundry list of items.
These items would have made for a great event, unfortunately never saw the light of day due to a breakdown in communication.
As a consumer, you should receive and sign a contract prior to hiring any vendor for your event.
Once that contract is signed, many clients just walk away and don't make contact until close to the event date.
This is not a good idea for several reasons: 1.
This is your event.
Any vendor that you bring on board is there to bring your vision to life.
2.
The vendor works for you.
For that contracted amount of time, the vendor is your employee, so like a good boss or supervisor, you need to provide them with the necessary tools to succeed.
What are those tools? They vary from one event to another, but the one that stays at the forefront of them all is communication.
Most events from weddings to conferences begin planning at least a year in advance.
A lot can change in a year.
Your tastes and needs may change.
If this does happen, the first thing you need to do is reach out to your vendors, especially the ones that will be impacted the most by these changes.
Say your guest count has increased.
You'll definitely have to contact your caterer, florist, venue of your event, because you'll need more food, more centerpieces and more tables and chairs.
These types of changes can change the overall scope of your event, thus meaning a whole new plan may need to be developed.
Here are some things not to do when working with vendors and service providers: 1.
Not ask for references.
2.
Assume they know all about you and your attendees or guests 3.
Neglect to ask about overtime fees or any extra fees that may apply to your event 4.
Make presumptions based on past experiences 5.
Not have consistent communication with them Ensure the success of your next event by keeping the lines of communication open with your vendors and providing them with the tools, meaning any information or changes that will help.
As a vendor or service provider for events, how many times have you heard those dreaded two words, "I thought," followed by a laundry list of items.
These items would have made for a great event, unfortunately never saw the light of day due to a breakdown in communication.
As a consumer, you should receive and sign a contract prior to hiring any vendor for your event.
Once that contract is signed, many clients just walk away and don't make contact until close to the event date.
This is not a good idea for several reasons: 1.
This is your event.
Any vendor that you bring on board is there to bring your vision to life.
2.
The vendor works for you.
For that contracted amount of time, the vendor is your employee, so like a good boss or supervisor, you need to provide them with the necessary tools to succeed.
What are those tools? They vary from one event to another, but the one that stays at the forefront of them all is communication.
Most events from weddings to conferences begin planning at least a year in advance.
A lot can change in a year.
Your tastes and needs may change.
If this does happen, the first thing you need to do is reach out to your vendors, especially the ones that will be impacted the most by these changes.
Say your guest count has increased.
You'll definitely have to contact your caterer, florist, venue of your event, because you'll need more food, more centerpieces and more tables and chairs.
These types of changes can change the overall scope of your event, thus meaning a whole new plan may need to be developed.
Here are some things not to do when working with vendors and service providers: 1.
Not ask for references.
2.
Assume they know all about you and your attendees or guests 3.
Neglect to ask about overtime fees or any extra fees that may apply to your event 4.
Make presumptions based on past experiences 5.
Not have consistent communication with them Ensure the success of your next event by keeping the lines of communication open with your vendors and providing them with the tools, meaning any information or changes that will help.
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