Choosing the best event vendors is crucial for the success of any event. Whether you are planning a wedding, a conference, a fundraiser, or a party, you want to work with reliable, professional, and affordable vendors who can deliver on your vision and expectations. But how do you find and select the right vendors for your event? Here are some tips to help you with this important decision.
Before you start looking for vendors, you need to have a clear idea of what you need for your event. What is the theme, style, and budget of your event? What are the essential services and products that you require? How many guests are you expecting? What are your priorities and preferences? By answering these questions, you can narrow down your search and focus on the vendors who can meet your specific needs.
When managing a national sales meeting or training event for 30 - 100 people, it's always helpful to create a registration, such as CVent or even a simple one in Sharepoint. This captures all of the information for rooming lists, dietary restrictions, and contact information.
Agree, also set limits for price, occupancy limits, dietary restrictions, but most importantly have everything in writing this includes venue pricing, final menus, themes etc.
Once you have defined your needs, you can start researching potential vendors online and offline. You can use various sources to find and compare vendors, such as websites, social media, reviews, referrals, portfolios, testimonials, and awards. You can also attend bridal shows, trade fairs, or networking events where you can meet vendors in person and see their work samples. You should look for vendors who have experience and expertise in your type of event, who have a good reputation and feedback, and who offer competitive prices and packages.
Referrals should be high on your list of resources especially if you have a network of industry professionals you are connected to here on LinkedIn. You can also look at local conferences and see the name of the event specific sponsor. If you see them listed as a sponsor over multiple years or you learn that they support multiple local conferences, you should investigate them further. Oh, and don't forget, your internal meeting and event planner is probably connected to a MPI, NACE, or ILEA Chapter and they have access to a list of vendors you can consider.
I rely on seasoned professionals with referrals; somebody who has actually worked with the vendors whenever possible. If I'm working with a specific hotel, they usually have reliable vendors that works with their chain. I meet with them virtually in advance, and then do my own review process.
After you have shortlisted a few vendors who match your criteria, you should contact them and schedule an interview. This is your chance to ask them detailed questions about their services, availability, contracts, policies, and references. You should also discuss your vision, goals, and expectations for your event and see how they respond and communicate. You should look for vendors who are friendly, professional, flexible, and enthusiastic, who understand your needs and offer solutions, and who provide clear and transparent information.
When working with destination management companies, and getting quotes, always be sure to learn all the fees up front. Sometimes the added service fees in foreign countries can really add $$$ to your budget.
Before you sign any contract with a vendor, you should review it carefully and make sure you understand all the terms and conditions. You should also negotiate the best deal possible for your event, without compromising on quality or service. You can ask for discounts, upgrades, extras, or customizations that can add value to your event and fit your budget. You should also check if there are any hidden fees, cancellation clauses, or liability issues that you need to be aware of.
Once you have chosen and hired your vendors, you should confirm and follow up with them regularly until the day of your event. You should communicate any changes, updates, or feedback that may affect your event and make sure they are on the same page as you. You should also pay your deposits and balances on time, review your invoices and receipts, and keep copies of all your contracts and correspondence. You should also provide them with a timeline, a checklist, and an emergency contact for your event.
After your event is over, you should appreciate and evaluate your vendors for their work and service. You should thank them personally and send them a follow-up email or a handwritten note. You should also write reviews and testimonials for them online and offline, and refer them to your friends and family. You should also give them honest feedback and suggestions on how they can improve their performance or service in the future.
Relationships drive this industry. People who enter the events and meetings industry w a transsactional approach will almost assuradly fail. Our partners/suppliers can make or break an event so we have to not just like them but essentially trust them with out career. Please take a moment and re read that. We don't see you as a vendor, we see you as a partner as when you're successful, were successful. We can't do what we do without each other.