How To Find Event Vendors That Make Up Your A-Team

You know the saying, ‘it’s now what you know. It’s who you know.

No matter how great your ideas are, without a solid team of event vendors you can’t compete in the event industry. Creating a team of event vendors is one of the most important aspects of planning events because it creates long term success.

How To Find Event Vendors

Having the right event vendors is like a good marriage.

They’re going to be around for a while so choose them carefully. We often get excited about people we meet but it’s important to take time to get to know potential vendors , then decide if they’re right for your preferred vendor list, the occasional event or maybe you decide not to use them at all.

Event vendors can help you sell your event services to their customers through word of mouth advertising, updates on their website or by mentioning you in their newsletter. If you have good vendor relationships but there’s one ‘C’ player who is dragging you or your event down, identify this person and replace them immediately. It’s important to trust your vendors and to use (and test) their services or products before you hire them for a client’s event.

Your team is going to vary based on the type of event planning you specialize in, but for most event planners, here’s a shortlist of vendors to have in place:

  1. Floral designer
  2. Caterer
  3. Specialty baker
  4. Photographer
  5. Liquor distributor
  6. Graphic designer
  7. Printing company
  8. Labor contractors-carpenters, electricians, painters

The vendors you work with form the backbone of your event planning business so make sure your relationships are compatible long term.

Aligning your values

You can build long-term relationships by ensuring your values are aligned by asking questions about their values, business standards and what their business represents.

Your vendor’s reputation forms your reputation.

Imagine not being able to deliver the pièce de résistance centerpieces you promised your client because your florist canceled at last minute. This actually happened to me and it ended up costing us thousands to get new arrangements from a new florist we’d never worked with before.

Pay attention to results

Don’t make excuses for your team. Find event vendors by paying attention to the results they produce.

You cannot afford to entrust your events to a vendor that doesn’t produce great results and gets the job done – consistently.

How To Find The Right Event Vendor

How do you know whether a vendor is trustworthy before you hire them?

You can never be 100% certain, but there are a few guidelines to consider: Begin by checking their Better Business Bureau rating and read their reviews on sites such as Angie’s List, Google or even Facebook.

Referrals from other clients, vendors or event planners are the best way to find event vendors; and be sure to visit the vendor and see their work before you hire them!

Keep in mind that your network of vendors is not just people you use to subcontract work. This is your team.

Tips for Keeping Event Vendors Happy and Productive

Going the extra mile to make sure your team is taken care of can go a long way toward ensuring they are there for you when you really need them.

  1. Keep beverages on hand to offer to your workers and delivery people (Much appreciated, especially on hot days!).
  2. Offer meals to workers who are setting up events. This is a great way to avoid downtime and builds a sense of camaraderie.
  3. Party it up. Put your skills to work and host company parties for your staff and your vendors.
  4. Remember the details. Get to know your event vendors and remember special days and events with special touches like birthday cards.

In the comments below, I’d love to hear from you…

How do vendors add value to your events?

Thank you, as always for your comments.

I can’t wait to see what you share!

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6 Comments

  1. Avatar Brayden Brade September 29, 2017 at 11:37 pm

    That’s a great idea to offer meals to the workers. My cousin’s daughter has her quinceanera coming up and I’m helping him find an event vendor for it. This is really helpful. Thanks for the information.

    Reply
    1. Avatar Event Planning Blueprint September 30, 2017 at 12:58 am

      You’re welcome Brayden. Enjoy your event!

      Reply
    2. Avatar Event Planning Blueprint October 9, 2017 at 4:49 pm

      It’s important to take care of your team 🙂

      Reply
  2. Avatar sara sandeep December 12, 2017 at 4:11 pm

    Thank you very much for sharing it’s very useful article.

    Reply
  3. Avatar Amy September 11, 2018 at 2:36 pm

    This is a very helpful article and so on point. Appreciating the people that serve us can ensure to be remembered and appreciated.
    Planning for all stages of cleaning for an event comes with a set of challenges. I like to help my clients navigate and coordinate with ease so they can focus on more important tasks. Are there any avenues to connect vendors and corporate event planners that you may suggest?

    Reply
    1. Avatar Event Planning Blueprint September 11, 2018 at 2:56 pm

      There are no tactics or special avenues for connecting with vendors. Event planning is a people business so the best way to connect vendors and event planners, and develop a working relationship with between them, is to spend time getting to know them. Networking events are a good start, taking local planners out for coffee, supporting their events, etc are some examples of ways to connect with them.

      Reply

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