An event planner often deals with various kinds of people who handle different aspects of the event. Often, these are vendors that are hired on contract and are chosen based on their qualifications in delivering specific services for the affair. With that, it goes without saying that the event’s success doesn’t rely solely on the event planner but is also be affected by how well vendors perform the tasks they are hired for.
Because of this, it is important for every event planner to know how to determine which vendors are best suited for the affair he or she is organizing. Below are some of the things that should be included in an event planner’s guidelines when choosing vendors:
- Create a Checklist of What is Needed
Every event is unique and may require different kinds of vendors. This means there is not a single formula for all affairs you may organize. However, event planners can tailor a customized checklist by:
- Choosing the right template. You can choose from a wide range of templates available online.
- Establishing specifics for your event. This should include the event’s goal, success metrics or objectives, and target audience.
You should also determine the budget you can allow for every committee including event design, which includes the layout, program, and theme of the affair; catering (the food and drinks); and entertainment, such as speakers and other ice-breakers.
- Seek Recommendations from People You Know
Recommendations are often done for companies that have done well in their past jobs with other clients. However, you should prioritize recommendations from people you know well and have close enough, if not the same, standards as you. This way, you limit the time wasted meeting on vendors that cannot meet your expectations from the get-go.
- Compare the List to What Candidates Offer
Once you have a checklist of what you need for your event, you can easily compare them with what potential vendors has to offer. Some companies offer packages that include the venue, catering, and audio-visual system while others provide flexibility with customized ones. To choose wisely, factor in your allotted budget and the companies’ reputation with your standards before choosing which vendors to hire.
- Consider Taking Demos and Reviewing Vendors’ Past Works
Demonstrations and portfolios of their work can also be a great way to see how well a vendor can deliver what event planners need. Because of this, it would be best to consider taking demos and scrutinizing the candidates’ previous output to see if they are suited for the part.
- Discuss Deadlines and Due Dates
Another thing you should do before hiring a vendor is to discuss deadlines on when they can deliver the goods and services you need. These due dates should also be included in the contract you will sign with them once you decide to hire them for your event. Be sure to discuss this matter thoroughly and don’t leave any question in your mind unanswered to avoid problems in the execution of the event.
After hiring vendors, remember to:
- Negotiate within your allotted budget while maintaining fairness between the parties involved. When doing this, you should also take into consideration the amount of time your chosen vendors are expected to deliver.
- Keep communication open and transparent to avoid any misunderstanding that can cause mishaps during the event itself.
- Engage in social media. This way, you can give feedback to the vendors you hired and help other event planners determine whether they are a good fit for their needs as well.
- Follow up on deadlines and due dates regularly. Make sure that intervals of your follow-ups are consistent to ensure that the vendors deliver on time.
