Event Ideas & Design

Vendor Management: Amazing tips for the event planner

By  | 

Planning an event is not a one-man show. This is why Vendor Management is very important. No matter how big the event, from a small corporate retreat to a big wedding party, you cannot micromanage. You need to deliver tasks and find good vendors and contractors that help you.You need great support, excellent staff and trustworthy vendors.


vendor management

Negotiating with vendors

It’s not always easy. When you’re planning an event, you need to be ready to demand, deliver, understand and communicate. Most of the time, major issues come up when you didn’t establish a correct relationship with you vendor. Vendors are partners and you need to be upfront, honest and transparent. Be very clear in your expectation and be sure they understand what you have in mind. Finally, put everything in writing from the paying services and terms of payment to the complimentary items and services.

Briefing and Debriefing

No doubts here because to run a flawless event you need to have all the teams groups and people working with you, for you, on the same page. Most of the time we do not dedicate enough time to properly brief our vendor.The debriefing is essential as well, every day is different, and most of the time you can still modify and improve what you do behind the scenes with a clear debrief.

Keep the vendors energized

Most of the time we have a good team in our hands, but we may be still missing something that that brings enthusiasm and a high level of energy. A professional team translates your vision into actual movement and it’s extremely important to keep the group energised and focused. When things are not running well, or the event is running low of registration and you need to reduce or cancel few things, you and your team start to move into a depressed mode. This is the time to react and stand up. Remember, you are the leader and you want their best, so you have to touch their hearts. You can’t buy it with a paycheck. You have to earn it:  Listen intently and ask thoughtful questions, acknowledge the sacrifices they have made on your behalf, and express gratitude for their efforts.



Source: Azavista