Event Manager's Diary (Day-13)

9.0 Suppliers of the Event:

 Suppliers are the heart of event. A supplier can make your event hazard free and smooth. On the other hand suppliers can make your event worst one. Make a good and professional relation with supplier. Supplier management is also a core skill of event manager. You can get extra ordinary support from supplier with minimum cost by using your interpersonal skills.

9.0.1 Supplier Selection:

 The selection of the wrong supplier can caused the big expenditures. He could be well known old or new one.

 If the supplier is old one you could answer the next questions;

• Why he will provide us the product or services with best quality?
• Is it the product or services really cost their price?
• Are we satisfied from the previous provisions?
• What are the current capabilities of supplier (technical, logistical, physical, financial, and managerial)?

 If it is a new one you have to clarify:

• What we need?
• If the supplier is capable to meet our requirements?
• How to find the supplier offering the best conditions?
• What is “the range of supplier’s activity”?
• What is the quality of the products, and their prices?
• How we could have the guarantee the quality of the products?
• How we could evaluate that the selected supplier is the best one?
• What is the security of supplier?

9.0.2 Contracting Supplier:

 In Bangladesh usually we don’t make written contract with supplier. We have some reliable and obedient supplier. We always work with them. They give us quality service. But in big event we should have written contract with supplier. Contract should include;

1. Performance - Contracts should address the date, time, place, method, standards, and other specific requirements of performance. The supplier's responsibilities and deadlines should be clearly spelled out. These can be detailed in an exhibit which is attached to and referenced in the contract.
2. Payment - The contract should include the compensation to be paid, along with a time frame of payment due dates. Final payments should be conditioned upon the supplier's complete performance of its obligations. The supplier's reimbursement, if any, of expenses should be addressed as well. Also, for supplier contracts in which union labor is to be used, the contract should address the supplier's responsibility to forward payment for such labor to the appropriate individuals or entity and include an indemnification provision to the extent such payments are not forwarded.
3. Compliance with Laws - The supplier should represent and warrant that its performance will be in compliance with all applicable laws and regulations.
4. Indemnification - A general indemnification provision should be included in every supplier contract. It should always state that the supplier shall "indemnify, defend, and hold harmless...." The "defend" aspect requires the supplier to hire counsel to directly defend the matter on the organization's behalf. It should also always cover acts of "negligence" and not be limited to simply acts of "gross negligence" (a more difficult standard to prove). For example: "Supplier shall indemnify, defend, and hold harmless [Organization Name], its officers, directors, employees and agents and each of them (collectively "the indemnities"), from and against any and all claims, demands, actions, judgments, costs, and expenses, including costs of defense thereof, incurred by any of the indemnities caused by or arising from the negligence, gross negligence, or intentional misconduct of Supplier, its officers, directors, employees, agents or contractors.
5. Cancellation - This issue should also be addressed in every supplier contract. Cancellation options and fees should be clearly expressed in the contract. Instances in which the organization can cancel without liability should be addressed as well. For example: "[Organization Name]’s performance of its obligations under the Contract is subject to acts of God, war, disaster, government regulations, civil unrest, transportation interruption, terrorism, unavailability of the [facility name] or any other space to be utilized by [Organization Name] for the Event, and other such conditions beyond the control of the parties making it inadvisable, illegal, impracticable, or impossible for [Organization Name] to perform its obligations under the Contract. The Contract may be terminated by [Organization Name] without liability for any one or more of such reasons upon written notice to Supplier, and Supplier shall refund any monies advanced by [Organization Name], less substantiated expenses incurred and not recoverable."
6. Insurance - The supplier's insurance coverage should be addressed in every supplier contract. In supplier contracts involving "high risk" activities, e.g., transportation, pyrotechnics, the supplier should name the organization and any sponsoring organization as additional insured. For example: "Supplier represents and warrants it shall carry adequate liability and other insurance protecting itself against any claims arising from its performance under the Agreement. Supplier shall name [Organization Name and Sponsoring Organization(s)] as additional insured on its general commercial liability insurance and provide [Organization Name and Sponsoring Organization(s)] with evidence thereof. Supplier acknowledges that [Organization Name or Sponsoring Organization(s)] has no obligation to maintain insurance on Supplier's behalf."
7. Assignment - A non-assignment provision should be included in every supplier contract. For example: "Supplier shall not assign its rights and duties under this Agreement without [Organization’s] prior written consent."

See also;

Event Manager's Diary (Day-1)

Event Manager's Diary (Day-2)

Event Manager's Diary (Day-3)

Event Manager's Diary (Day-4)

Event Manager's Diary (Day-5)

Event Manager's Diary (Day-6)

Event Manager's Diary (Day-7)

Event Manager's Diary (Day-8)

Event Manager's Diary (Day-9)

Event Manager's Diary (Day-10)

Event Manager's Diary (Day-11)

Event Manager's Diary (Day-12)

Event Manager's Diary (Day-13)

Event Manager's Diary (Day-14)