events planner, the
vendors you provide for a corporate or social event can either make or break
your reputation especially if you are an upcoming business owner.
Here are tips to
ensure your vendors are on the same page and deliver a fabulous event.
Understanding of
Deliverables
Communication is key, and this is true with vendor relationships. It is very
important to articulate your client’s requirements clearly to your vendors,
especially with services that require creativity such as decoration, cake
making or video coverage. It is best to go over things so that the information
is understood. Always provide a written document for each vendor with terms and
conditions. The vendor should also provide a check list of all the items they
will supply for the event. For example make sure you know exactly what your
cake vendor will provide based on the client requirements such as cake table,
knife, table cloth, candles, matches etc. Do not presume. If in doubt, ask.
Time of Set Up and
Departure
A vendor who turns up late for set up can actually make an event turn out
disastrous. Such vendors should be struck off your list instantly, unless there
is a good enough reason. Engage vendors with a track record of being
trustworthy and reliable and who won’t let you down.
Beware of the time
frame of hire. Some vendors have a time frame for engagement such as car hire
services. Find out if they are flexible with their time because you do not want
any surprises. I recall a wedding where the Limo driver was threatening to
leave the venue because the contracted three hours was up.
Staffing
Too many staff or too little staff can create havoc at events. There is nothing
worse than seeing more vendors at your events than guests. You always need to
know the number of staff that is being supplied by the vendor. Find out as much
information as possible. For example, how many waiters, servers, ushers etc.
Most clients do not
cater for vendor feeding. They expect that any feeding will be included in the
vendor fees. So make sure this is communicated to your vendors before the
event. Under no condition should a member of staff from a vendor go and help
themselves to feeding that has been provided for guests. This is highly
unprofessional.
Last Meeting
It is a must that you speak with vendors face to face for meetings prior to the
event. Get as much detail as possible and talk through the event set up and
where each vendor will be located. And remember to ask if any matters need
clarification. This will shed light on any loop holes.
Rules of Engagement
It is very important to brief your vendors on the rules of engagement for your
events. There is nothing worse than seeing staff provided by vendors dancing
around or taking photos of the event with their phone cameras, when there are
guests. This is bad manners and unprofessional. Vendors need to be informed
that if any such behaviour is demonstrated, they will not be called again.
Excellent Customer
Service
Remind your vendors that their staff should demonstrate excellent customer
service at all times. Under no condition should they argue with your client or
their guests. They should go behold the call of duty to delight the client and
always be at their best.
Source: RitaOkoye