How to Manage Event Vendors

Before reaching out to vendors, document exactly what you need from each category. For catering, specify guest count, dietary requirements, service style, and menu preferences. For AV, list equipment needs, room dimensions, and technical requirements. The more specific your requirements, the more accurate your quotes will be—and the easier it is to compare proposals.

Build a shortlist of 3-5 vendors per category through referrals, venue recommendations, and online research. Check reviews, view portfolios, and verify insurance and licensing. For critical vendors (catering, AV), visit their previous events if possible. Preferred vendor lists from your venue often indicate proven reliability.

Your Request for Proposal should include event overview, detailed requirements, timeline, budget range (if comfortable sharing), evaluation criteria, and response deadline. Give vendors 1-2 weeks to respond. Include your contact information for clarifying questions—good vendors will ask thoughtful questions that show they care about getting it right.

Create a scoring matrix with weighted criteria: price (20-30%), experience (20%), references (15%), creativity (15%), responsiveness (10%), and insurance/compliance (10%). Schedule calls or meetings with top contenders. Ask about their backup plans, team assignment, and how they've handled past challenges. Trust your instincts—you'll be working closely with these people.

Don't accept the first proposal as final. Negotiate on price, payment terms, cancellation policies, and included services. Key contract elements: detailed scope of work, payment schedule (avoid paying 100% upfront), cancellation terms, force majeure clause, insurance requirements, and liability limits. Have legal review contracts for large events.

Create a communication plan with each vendor. Designate a single point of contact on both sides, establish check-in schedules, and use shared documents for evolving details. Set up a production schedule that shows when each vendor needs final information (guest counts, floor plans, run of show) and when they'll deliver their components.

Create a detailed load-in schedule showing when each vendor arrives, where they set up, and how long they have. Sequence vendors logically: lighting before decor, decor before catering, etc. Conduct a pre-event walkthrough with key vendors to finalize placement, power access, and any last-minute adjustments.

On event day, have vendor contact information readily accessible. Assign a point person to each critical vendor relationship. Conduct a pre-event briefing to confirm timing, troubleshoot issues, and ensure everyone has what they need. Stay calm when problems arise—your demeanor affects vendor performance.

Debrief with each vendor within a week of the event. Discuss what worked, what could improve, and gather their observations about the event flow. Document performance for future reference. For vendors who exceeded expectations, write referrals and consider them for preferred vendor status on future events.