Securing Professional & Excellent Event Vendors

Hiring professional, excellent vendors for your event is comparable to assembling and All Star sports team. The team has the best players in that sport, and you want the best vendors for your event.

The first step in assembling your All Star Event Team is to define your goals and expectations. Clearly stating the purpose of your event and identifying the targeted audience is part of the process known as “beginning with the end” in mind. It will keep you grounded and focused as the event plans unfold and develop. The nature of your event will determine the kind of vendors you will need.

As you assemble your team, keep in mind four key characteristics for each vendor: expertise, experience and enthusiasm, all wrapped in professionalism. Your vendors also need to be prepared, poised, confident and possess a good sense of humor. Rare is the event that does not have a glitch of some kind. Great planning will reduce the likelihood of glitches, and quickly, quietly and professionally address those that cannot be avoided. Preparation, confidence, grace under fire (poise) and humor will go a long way toward drawing the good out of a glitch.

The best planned events begin with the Event Co-ordinator, who should be the first vendor hired. She becomes your Team Manager, and is responsible to you, the client, and responsible for co-ordinating all other vendors you hire. An excellent Event Co-ordinator will know how to work well with other vendors so that the presentation of your event runs smoothly and is a pleasant experience for everyone involved.

Events are similar to and different from each other. As you work in tandem with your Event Co-ordinator, you will develop the list of vendors uniquely suited for your event. It is imperative that the requirements for each vendor are clearly stated in the contract signed by both parties. Long gone are the days of the “hand shake” agreement. A contract is necessary to ensure that your requirements are met, and you and your vendor understand clearly the mutual expectations.

Ask for references and talk with people in charge of events you have attended. Such conversations can yield good tips and pointers for you and your event, and direct you to professional, excellent vendors with whom you will enjoy working.

Best Wishes for a successful and pleasant event!