It is very crucial for every event planner/manager to know whether or not his/her vendors are capable of doing the job assigned to them without hassle or stress, most importantly to get it done and on schedule as planned. As well as staying within budget, you need to be creative, a quick thinker and one who can stay cool and deal with any situation come what may. Event vendors play a very vital role, thus, you need to be certain you don’t end up with event vendors that will be incapable of doing their job. You can avoid being in such situation by following these steps below.
#1. Have A Run Down With Your Team
Before going about hiring people for your event, you need to talk with your team about the targeted goal, be precise about the budget, venue, and theme of the event with other important details that need to be made clear. Look at the whole plan and don’t overlook the areas you will need a vendor to assist you with unless you want to find yourself in a messed up situation. Working with a vendor and assigning them to certain areas will help make the process easier and less worrying.
#2. Do A Thorough Background Check
Another important aspect to take note of is your vendor’s past skills and years of experience. You need to know what the vendors are able to handle, their past work and area of expertise. There needs to be proper clarification, or else your team of vendors will end up not knowing what to do. Knowledge about them will let you know their competence, if they are not able to offer you the services you need, it’s best to find someone else and quit wasting your time.
#3. Be Clear About What You Need
You always need to be very sure your vendors know what you require for them. Every event planner should clarify with the vendors about what needs to be provided, the amount needed and budget for it. Hiring the right vendor to handle certain areas, and keeping in budget and them taking ownership for the success of the event overall are important factors to consider.
#4. Have Your Plans Written Down
For people to take you seriously, they need to be sure you know what you want and need from your vendors. Put your plans in writing and consult with other friends and colleagues or people in the same profession to assist you with getting the right vendors that would be suitable for you to work with. Talk to various types of vendors and level down your options to the ones you find suitable working with.
#5. Have A One-on-One Meeting
When you get to have a personal meeting with the vendors you plan on working with, you will build a relationship with them and also get to see more of their work they have done in the past. The first impression matters and it goes a long way to letting others know the kind of person you are. Sell yourself to the vendors for them to know you mean business, and the kind of vibe you receive will determine if they’re the right kind of vendors for you.