Tips on How to Manage Vendors as a Professional Event Planner

As a pro-planner, managing vendors effectively is essential to ensure smooth execution and successful events. Here are some strategies to help event planners manage their vendors effectively pre and post events: Photo credits: Whistler Jobs, Alinato Events, Kaleidoscope Events, Raw Pixel.

Written by

Oluwakemi Odunsi

Published on

Mar 28, 2024

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Clear Communication

Establish open and clear lines of communication from the beginning. Clearly convey your expectations, timelines, and requirements to each vendor. Encourage vendors to communicate any issues or concerns promptly.

Detailed Contracts

Always have detailed contracts outlining the scope of work, deliverables, payment terms, and cancellation policies. Make sure both parties understand and agree to the terms before signing. This helps prevent misunderstandings and disputes later on.

Vendor Selection

Choose vendors carefully based on their expertise, reliability, and compatibility with your event vision. Research vendors thoroughly, check references, and review past work to ensure they can deliver what you need.

Regular Check-ins

Schedule regular check-in calls with vendors leading up to the event. These calls allow you to track progress, address any concerns, and make adjustments as needed. Keep communication channels open for questions and updates.

Create Vendor Guidelines

Provide vendors with a set of guidelines or requirements specific to your event, such as load-in/load-out times, venue rules, and contact information for key personnel. Clear guidelines help vendors understand expectations and operate smoothly on event day.

Vendor Coordination

Coordinate vendors effectively to ensure seamless execution on event day. Create a detailed timeline that includes setup and breakdown schedules for each vendor. Assign a point of contact (or liaison) to coordinate vendor activities and address any issues that arise.

Problem-solving Skills

Be prepared to handle unexpected challenges or issues that may arise with vendors. Stay calm, think creatively, and be flexible in finding solutions. Maintain a positive and professional demeanor, even under pressure.

Vendor Appreciation

Show appreciation for your vendors' hard work and dedication. A simple thank-you note or gesture of gratitude can go a long way in building positive relationships and fostering future collaboration.

Follow-up and Feedback

After the event, follow up with vendors to provide feedback on their performance. Acknowledge their strengths and areas for improvement constructively. Building constructive feedback helps vendors grow and improves collaboration in future events.

Did you know that you can collaborate with your vendor partners on your profile when you register your vendors account with us? Register your event business with us today and start collaborating with your vendor partners