Establishing Good Vendor Relations
Having a solid relationship with your vendors can make you more efficient as an event planner. Imagine not having to take the time to choose floral arrangements because your floral designer is always spot on in her creations. Picture a relationship with your caterer in which you can choose a menu without scheduling a tasting because his cuisine is always magnificent. Developing your vendor relations will save you stress and time, both of which you can save for planning more events.
The Vendor Cast of Characters
Your vendor list will vary depending on your field of event planning. When shopping for a vendor, ask other event planners for recommendations. You can also ask the company for referrals from other clients in the industry.
Be sure to call the company for a full report before you decide to hire a vendor. As with event planners, vendors rely heavily on their reputations to be successful. You might find yourself looking for the following vendors when you begin your career.
Caterer
Floral designer
Specialty baker
Purveyors, which includes companies selling produce, seafood, meat products, and beverages
Wine and beer companies
Liquor distributors
Labor companies, which includes electricians, general contractors, carpenters, and painters
Photographers
Graphic designer or Web designer
Specialty stationery designer or printing company
How can I convince a client that the vendor I recommend is trustworthy?
In some cases, a client may need more than your word when it comes to recommending a vendor. The Better Business Bureau is a good resource for checking a vendor's background. While past references will feature positive client feedback, the Better Business Bureau tracks complaints as well.
Working with an Existing Vendor List
You may also find you are entering into a position with an existing vendor list. Ask your new associates how the relationship between the company and the vendor has been in the past.
When appropriate, schedule a meeting with the vendor to introduce yourself. During the meeting you should get an idea of the existing process of ordering, delivering, and billing. You should reserve offering suggestions until you have worked with the company for a few months.
Creating Goodwill Among Your Vendors
If your goal is to develop a healthy relationship with a vendor, you must make a conscious effort to show your appreciation. Here are some suggestions to create goodwill and develop your vendor relationships.
Offer a drink to your delivery people. Restaurants have the luxury of offering this service to their vendors. If you are working in an office, keep coffee, sodas, and bottled water on hand for company drivers.
Provide vendor meals. Do so not only for your staff but also for vendors who may be working to set up an event. This simple act encourages staff relationships and builds a sense of community.
Have a volunteer day. Choose a charity and get your company, vendors, and staff involved.
Invite vendors to events. When appropriate, put your vendors on the guest list of an event your company is hosting.
Offer your services. If your wine rep is planning his wife's birthday party, offer to help at no charge.
Extend an invitation to company parties. Holiday staff parties are a great way to integrate vendors into your company.
Don't forget the special touches. If you are the event planner for a hotel and know your baker is celebrating his anniversary, offer a complimentary hotel room. If you are the event planner for a restaurant, you can invite your vendors in for a complimentary meal. Event planners often receive perks such as concert tickets from clients, so remember your vendors if you cannot use the tickets yourself.
