TIPS FOR SELECTING AN EVENT VENDOR

Selecting an event vendor is one of the most important decisions you will make when planning an event.  A great vendor can elevate your event to a new level.  A bad vendor can send your event into a downward spiral that is difficult to recover from.  Knowing what to look for when selecting an event vendor can save you headache and expense, as well as the inevitable fallout from having poor vendor services ruin your event.

 

Selecting an Event Vendor

Once you have determined the scope of your event, the date, location, and general budget, you are ready to consider hiring a vendor to provide some of the necessary services.  Follow these important tips when selecting an event vendor:  

1. Determine What Type of Services You Need

Vendors come in many shapes and sizes.  Event vendors may provide one service or many, work solo or bring a team, may offer one standard service or a range of customized options.  Among the types of vendors you may need to consider for your event include:

*Caterer 
*bartender
*Event rentals
*Decorator
*Photographer/videographer
*MC
*DJ
*Live band
*Transportation/Parking Services
*Printer/Stationery designer
*Sommelier
*Florist, etc........

So before searching the Internet for vendors in your area, First determine what services you need performed. 

2. Decide if You Need Standard Services or Customization

Some occasions call for coordinated table linens and centerpieces.  For others, standard fare fits the bill just fine.

  Because customization typically is a greater expense than standard, determine your specific needs before researching vendors.  If personalization is a must, then look for vendors that offer that service. If you are unsure of which way to go, ask potential vendors if they provide customization and, if so, then request that the prices be broken out for standard and customized so you can compare costs and determine which better suits your needs and budget.

3. Do Your Research

When selecting an event vendor for your event, be deliberate and do your research.  Resist any temptation to quickly hire a vendor out of convenience or merely due to the BID RECIEVED.  To start, ask other event planners or clients for vendor recommendations for the services you are seeking.  Ask local businesses or friends for referrals. It is also appropriate to ask if there are vendors that they would not recommend. 

When you have compiled a list of vendors to consider, then it is time to do your research on each one.  Think of this process as a huge time saver down the road: once you have a list of caterers, florists, and photographers, and the specifics regarding their services, you will be able to efficiently select a vendor for events in the future.

4. Interview Vendors and Ask Questions

With your list of potential vendors, the next step is to arrange interviews.  Be prepared for these meetings with questions in hand and take notes and listen carefully to their answers.  Vendors should provide information regarding the following:

*Description of services
*Any specialty items or services
*Customization or personalization of services
*Lead times for booking services
*Pricing structure
*Any discounts offered
*Payment structure
*Cancellation/Refund policy
*Hidden fees/charges
*Insurance coverage
*Damages policy
*Types of licenses and permits held
*References

5. References are Golden, Yes, Golden!

A vendor’s service and experience may look good on paper but nothing compares to a reference regarding their work.  This is important as you will want to know firsthand what other’s experience was with a vendor so you can avoid having soggy appetizers or wilted flowers at your event.

  In addition, ask if the vendor is working an event that you may attend to observe services that they provide.

6. Request Vendor Proposals

Once you have done your due diligence with references, company history and interviews, request a written proposal that includes the details and services that they will provide for your event.  Specifically, the proposal should include:

*Complete contact information for vendor
*Date and time of the event
*Detailed description of services provided
*Complete description of equipment to be provided by the       vendor
*List of any additional services
*Costs broken out by services
*Payment structure
*Proof of insurance, bonding, and other risk-management practices
*Cancellation and damage policies
*List of any vendor requirements such as electricity or water

7. Don’t Accept the Original Bid

Once you have determined which vendor you would like to hire for your event, it is time to negotiate.  Don’t make the rookie mistake of accepting the original bid and terms.  Most vendors will offer you something – however small – to secure your business.  A good point to negotiate is the payment terms.  Negotiate the lowest required deposit and ask for a discount if the bill is prepaid in full prior to the event date.

If you are hiring a caterer, request a complimentary food sampling.  This gives you the opportunity to taste the items on the proposed menu, which is particularly helpful if the vendor is delivering food items outside of their normal range of menus or if the vendor is new to you.

The more business you provide for vendors, the greater negotiating power you will garner.  Once you have an established relationship, ask that they add a service or item at no charge.  If there is something on your wish list or an extra perk you would like, ask what they can do for you.  The vendor will be motivated to keep you as a customer and as a referral for additional business and may actually give you what you asked for.