What do you do if your event vendors are unresponsive to communication?

1 Assess Urgency

When faced with unresponsive vendors, first assess the urgency of the situation. If your event is months away, there may be more flexibility in response time compared to an event happening in a few days. Consider the nature of the service the vendor is providing. Is it crucial to the event's success, or can it be temporarily placed on the back burner? This will help you prioritize your actions and decide how persistent you need to be in your follow-up efforts.

2 Use Alternatives

If initial attempts to reach out via email or phone have failed, consider using alternative methods of communication. Social media platforms can sometimes elicit a quicker response, as many businesses monitor their online presence closely. Additionally, if you have a mutual contact or network connection with the vendor, leverage that relationship. A recommendation or a word from a mutual acquaintance can often prompt a response where direct communication has not.

3 Document Attempts

It's crucial to keep a detailed record of your attempts to contact the vendor. Note dates, times, and methods of communication, as well as any responses received. This documentation is essential if you need to escalate the matter or seek alternative solutions. It also provides a clear timeline of events that can be useful in discussions with the vendor once contact is reestablished.

4 Be Persistent

Persistence is key when dealing with unresponsive vendors. However, there's a fine line between being persistent and being a nuisance. Space out your follow-up attempts in a way that conveys the importance of their response without bombarding them with messages. A follow-up email or call every few days can strike the right balance between attentiveness and patience.

5 Offer Solutions

When you do get in touch with your vendor, be prepared to offer solutions or alternatives to any issues that may have caused their unresponsiveness. It's possible they are facing challenges that have prevented them from getting back to you. By suggesting possible solutions or expressing willingness to compromise, you can help move things forward and reestablish effective communication.

6 Seek Alternatives

If all else fails and your event date is looming, it may be time to consider alternative vendors. This isn't an ideal situation, but sometimes it's necessary to ensure your event goes on without a hitch. Begin researching and reaching out to other potential vendors who can meet your needs. Remember to communicate the urgency of your situation to ensure a swift response.