Finding the right vendors for your event

Are you currently planning an event and don’t even know where to begin? Are you asking yourself how do I find the perfect vendors? Or how do I know what vendors are right and wrong?

Vendors will help create a beautiful and memorable event for you and your guests to enjoy. The vendors you need to hire will vary depending on the type of event you are planning. Whether it is a wedding, corporate meeting, holiday party, a celebration of life, or trade show, vendors are needed to help fulfill the event needs and ease your mind as you enjoy the event yourself.

Thoughtful young woman sitting in concrete interior with creative business sketch and shadow.

A popular website I recommend to clients is PartySlate. Plan your dream event with the assistance of PartySlate professionals that help you find venues, vendors, and ideas you can’t find anywhere else. You can also begin your process by following the steps below.

  1. Determine your needs.

First, figure out what vendors you need for your event. Some vendors to consider for your event is signage, catering, entertainment, photo/video, decor, technology/production, beverage/bar, rentals, and marketing/promotion. Have a brainstorming session and come up with what you want each vendor to provide on the day of the event. Most of the time vendors will know what you need better than you do.

Make the requirements easy for the vendors because in the end they are the ones that bring your show together exactly the way you want. To get the best of both worlds, ask for recommendations along the way and combine those with your own expertise and list of needs. The recommendations given to you by vendors will indicate a lot about how experienced and skilled they are, be sure to take note of it.

2. Remember that Google isn’t your only resource.

Google is helpful to search your area for local vendors, however make sure to ask around for vendors that friends and family recommend. Word of mouth is great to find the perfect vendors that have provided amazing services to others. Vendors websites may not be up to date so it is important to reach out to them directly to find out more information on their capabilities. To narrow down your options, look into familiarizing yourself with Yelp, event industry blogs such as Endless Events, and other sites related to events to help you find the perfect vendor for your event.

Close up top view of community relationships showing unity.

3. Make a connection.

Build relationships in your community to make connections with potential vendors for your event. Some vendors will become your personal friends and introduce you to others in the community. It’s also important to continue a genuine relationship with vendors because the stronger the relationship you have with them, the more likely it is that they will bend over backward to make sure it all goes off without a hitch. Attend monthly community events to meet new people and improve your networking skills.

Photo by Aneta Pawlik on Unsplash

4. Request multiple quotes from vendors.

Compare multiple quotes and see what the industry price standards are. Other quotes might have some inclusions that your preferred vendors overlooked. Make sure the quotes include ALL costs. The last thing you want is additional costs invoiced to you before your event.

5. Don’t make costs your bottom line.

Never chose vendors purely on their price. If you have a tight budget, find other areas to trim it down and only hire the vendors you absolutely need. In the end, the value of the vendor will be determined by how well they performed, not just their costs.

6. Go with your gut feeling.

Chose the vendors who you feel most confident in. If you don’t feel confident with all of your options, ask for more information, or go back to the drawing board and get another quote or two from other vendors. Once you find those perfect vendors, things should just “feel” right. The way they talk about the event makes sense, their advice is useful, and the vendor is excited about making the event a success!

Were these tips helpful to you while planning your event? Comment your thoughts below. I would love to learn how you find your perfect vendors!

Thanks for reading!

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