So far this week, I have received three messages from vendors introducing themselves and hoping to be a part of our clients’ events. Not that I want to open up the floodgates, but I have to say that I don’t mind the messages! Meeting new vendors is an important part of our Vendor Selection and Coordination service. The events landscape is constantly in flux with vendors going in and out of business, new trends gaining traction and old trends returning once again (hello, photobooths!).
Vendor selection can be a haphazard process. Clients may come to us with vendors in mind or that they have heard about, then it’s our job to vet them by sharing details of the event and collecting the details on what they provide. A vendor isn’t truly confirmed until their contract is reviewed. There is often something in the small print that surprises us or the client. More on that in my next post: Vendor Contracts.
And of course there’s occasionally a one-off event need that requires starting our research completely from scratch, such as a laser light show last year. In those cases, we reach out to other vendors for their recommendations, check BizBash for their comprehensive vendors list, and comb the internet for as many reputable options as we can find before placing calls to dig for more information about the vendor.
Our primary initial questions for the vendor are pricing, availability and confirmation of the services they provide based on our pre-research. We share details about the event to ensure the needs fit their services.
Then we compile a comparison of the vendors’ details in an easy-to-read format for the client and make our recommendation. Ultimately it is up to the client to select the vendor they prefer, knowing that it’s not a done deal until we bring them a negotiated contract that is to their satisfaction.
In addition to my next post on vendor contracts, stay tuned for the team’s upcoming posts on our favorite vendors – hopefully, they’ll become yours too!