Building strong collaboration with vendors is essential for the success of any event. Here’s an ultimate guide with dos and don’ts to help event planners foster positive and productive relationships with their vendors:
Dos:
Establish Clear Expectations: Clearly communicate your event requirements, expectations, and deadlines to vendors from the outset. Provide detailed briefs and contracts outlining deliverables, timelines, and any specific instructions.
Maintain Open Communication: Foster a culture of open and transparent communication with vendors. Keep them informed of any changes, updates, or challenges throughout the planning process and encourage them to share their insights and ideas.
Build Trust and Respect: Treat vendors as valuable partners and show appreciation for their expertise and contributions. Respect their time, expertise, and boundaries, and demonstrate trust in their abilities to deliver.
Regular Check-Ins: Schedule regular check-ins or meetings with vendors to review progress, address any concerns or issues, and ensure alignment with the event vision. Use these opportunities to provide feedback and offer support as needed.
Collaborative Problem-Solving: Approach challenges or setbacks collaboratively, seeking input and solutions from both parties. Work together to find creative solutions and overcome obstacles to ensure the success of the event.
Acknowledge and Recognize: Recognize and acknowledge vendors’ hard work and contributions before, during, and after the event. Show gratitude through thank-you notes, testimonials, or referrals, and consider providing incentives or bonuses for exceptional performance.
Follow Up After the Event: Conduct a post-event debrief with vendors to review what went well, areas for improvement, and gather feedback for future collaborations. Maintain contact with vendors beyond the event to nurture long-term relationships and explore future opportunities.
Don’ts:
Micromanage: Avoid micromanaging vendors or dictating every detail of their work. Trust their expertise and give them the autonomy to execute their tasks according to the agreed-upon guidelines.
Ignore Contracts and Agreements: Do not overlook the importance of formal contracts and agreements with vendors. Ensure that all terms and conditions are clearly outlined and agreed upon to prevent misunderstandings or disputes later on.
Miss Payments or Deadlines: Honour payment schedules and deadlines as agreed upon in contracts. Delayed payments or missed deadlines can strain relationships with vendors and jeopardise their ability to deliver on time.
Dismiss Feedback or Suggestions: Be open to feedback and suggestions from vendors, even if it challenges your initial plans or ideas. Consider their input seriously and be willing to adapt or adjust plans based on their expertise and insights.
Play Favourites: Treat all vendors with fairness and impartiality, avoiding favouritism or preferential treatment. Cultivate positive relationships with all vendors, regardless of their size or status, to foster a collaborative and inclusive environment.
Blame Game: Avoid placing blame or pointing fingers when things go wrong. Instead, focus on finding solutions and working together to address any issues or challenges that arise during the planning process or event execution.
Neglect Feedback and Evaluation: Don’t overlook the importance of gathering feedback and evaluating vendor performance after the event. Use this information to identify areas for improvement and strengthen future collaborations.
By following these dos and don’ts, event planners can cultivate positive and mutually beneficial relationships with their vendors, ultimately contributing to the success of their events.