Vendor relationships are extremely important to event professionals. Without them you wouldn’t have an event. It is key to understand that your relationship with a vendor is two-sided. You need them and they need you.
Hiring a vendor is the first step, but the process doesn’t stop there. You need to create positive relationships with your vendors. This way you have someone you can rely on and vice versa. With a positive relationship comes trust and good communication skills. The best event planners are on great terms with their vendors, and can call them up the second they need something!
Here are 5 things you need to create a positive vendor relationship:
1. Meet face-to-face or via phone
A relationship can’t get started until you talk and understand each other. We understand both parties are busy, but take the time to meet face-to-face. This will help you communicate better and begin a good relationship. After the initial meeting, or after a successful event, send them a thank you note or small gift. They will appreciate it and remember in the future.
2. Understand each other
The best relationships have great communication. Depending on the person or event, this could vary. If you are a visual person, draw out for them what you have in your head. If they are vital for the layout of the room, show them the venue! Talk about what you want, and let them know that you expect the same.
3. Get EVERYTHING in writing
The cardinal rule to working with vendors is getting everything in writing. Contracts are very important for events. Sometimes you don’t get all the details in a meeting, so be very careful before signing and read the fine print. You don’t want to wait until the 11th hour to notice that the vendor can’t deliver what was promised verbally or from assumption.
4. Show respect
Event vendors can range from a simple tent provider to acrobatic performers. But part of the relationship is trusting and knowing that they are the experts in their field. Respect that they know what they are doing and can live up to expectations. If they do a great job, the best thing a event professional can do is refer them if someone asks.
5. Be loyal
Staying loyal to a vendor is also something that creates positivity. If the vendor is available and did a good job at your last event, then they will probably expect to do the next one. This loyalty will benefit you both in the long run. Over the years it could lead to discounts, referrals and more! Every time you work with that vendor again it will solidify your relationship and lead to great things!
Vendor relationships are critical to the success of events. Not everyone will work out, but be persistent and you will create long-lasting relationships and spectacular events!
