Whether you’re planning a wedding, retirement party, prom, any event really, there is a lot of work that goes into the party planning process. For these larger parties, there are usually a variety of vendors involved in making your dream a reality, including:
- Caterers: Whether you want a buffet-style meal or table service, there are caterers for every type of occasion.
- Decorators: Decorators can turn your event space into something that reflects you, your organization, or the occasion you’re celebrating.
- DJs and sound technicians: These professionals provide the equipment and know-how needed for the music and speeches scheduled at your event.
- Photographers: If you want to have mementos from your event to post on social media or to look back on years from now, the right photographer can make sure every important moment is captured on film.
Working with all of these vendors may seem stressful at first, however, with the proper planning, research, and communication, you can seamlessly coordinate all of your vendors to create an unforgettable event.
Why Coordinate With Other Vendors?
If you’re organizing a large party, coordinating with vendors is essential. If you choose vendors, but don’t maintain regular contact with them, this can lead to mishaps on the day of the event. For example, if you haven’t spoken to your caterer in a while, they might not know exactly what time they should arrive at the venue, or where they should set up.
Maintaining regular, clear communication with vendors is the best way to avoid late arrivals, confusion, missing materials, and other problems on the day of your event.
Tips for Coordinating Event Vendors
If it’s your first time planning a large party or event, you may be uncertain about how to coordinate event vendors. There are many moving parts that go into a large event, so it’s important to understand proper vendor coordination.
By following these tips, you can avoid common mishaps and reduce stress on the day of your event.
Start Planning ASAP
When is the best time to start planning your event? Right when you decide to throw a party! Starting your planning process as soon as possible is a great way to avoid future mishaps as you get closer to the date of your event. Some planning activities you can do at the outset include:
- Finding possible vendors: Even if you’re a year or more away from the event, you can start researching possible vendors in your area.
- Choosing your date: Before you can start looking for a venue or talking to vendors, you need to choose your event date.
- Finding the right party supplies: With so many options available, finding the right party supplies can seem like a daunting task. If you are ordering custom supplies, you’ll need to start looking at options for party balloons, printed napkins, drinkware, and so much more.
Regardless of the type of event you’re planning, complete these tasks early to reduce your party-planning stress.
Research Vendors
There are many types of vendors you may choose to work with for your event. While every event is different, some common vendors you may work with include caterers, party supply providers, and florists.
When researching the vendors you want to work with, ask yourself the following questions:
- What kinds of positive reviews can I find on the internet about this vendor?
- What is the vendor’s pricing?
- Does this vendor offer pictures of past work?
- What are the vendor’s policies surrounding payment, cancellation, and communication?
By asking these questions, and taking detailed notes, you can make informed decisions about the vendors you work with as you plan your event.
Introduce Yourself
If you are planning a large event, you’ll need to build a positive working relationship with a long list of vendors. That relationship begins with a good introduction. In your first meeting with vendors, introduce yourself in a confident and friendly manner, and be sure to include information such as:
- The purpose of the event;
- The date and venue;
- Information about the hosting organization;
- Details about the theme;
- What you specifically are contacting the vendor about (in other words, what services you’d like them to provide).
By including vital information in your first conversation or emails with a vendor, you can ensure that everyone involved understands the specifics.
Be Detailed and Organized
Whether you’re planning a wedding or a professional conference, you’ll need to be detailed and organized to successfully put together an event your attendees will remember. Some ways to organize your event include:
- Digital tools: There are many digital tools you can use to keep track of your plans. Online scheduling sites and digital calendars can help you to organize your thoughts on your phone, tablet, or computer.
- Custom signage: On the big day, it’s important that your vendors know where they should be setting up. Buying custom signage allows you to assign designated areas for specific vendors.
- Written scheduling: Before the day of your event, send a written schedule to all of your vendors. This will ensure that everyone involved is on the same page in terms of arrival times.
Keeping your plans organized can help you to minimize stress, and it can help you to avoid forgetting anything important.
Communicate Expectations
When working with vendors, it is important that you clearly communicate expectations. These expectations can include timeliness, deliverables, attire, and more. Sharing calendars and schedules with each vendor is a great way to keep everyone up-to-date.
Additionally, you should check in with each vendor in the days leading up to the event to make sure that everything is going according to schedule.
Sign a Written Contract With Each Vendor
Before you begin working with each vendor, sign a written contract with them. This contract should include:
- Payment: How will the vendor be paid? What is the agreed-upon fee for their services?
- Event details: Where will the event be hosted? When is the event? What time is the vendor expected to arrive?
- Policies for lateness: What penalties are associated with late payment on your part, or late arrival or delivery on your vendor’s part?
Signing a written contract protects both you and the vendor, and clearly outlines the terms of your business relationship.
By starting early, communicating clearly, and putting everything in writing, you can put together an amazing event with reputable vendors.