Event Suppliers – Find Them! They Move Mountains For You!

Getting an event supplier who is committed to your success can be a challenge. Successful event planning may depend on your ability to build a strong personal and long-term professional relationship with your event suppliers. You always get more and better service when you’re a trusted regular customer. This is as true for event planning as it is for your local market. But the fist task is finding the right person or company to meet your needs.

When shopping for goods or services for your event, you can find dozens of candidates and a few dependable providers. Locate potential companies by first canvassing your local yellow pages. Ask co-workers and friends about their experiences, and ask if they know dependable providers. Conduct telephone interviews with your candidates, asking each the same set of questions so that you can compare their responses. Always, always ask for references and reviews. Good catering companies are likely to have received positive write-ups in the local newspaper. Do some research before you make a commitment to hire.

Based on the results of your telephone interviews, make appointment for personal interviews with at least three top candidates. When you meet with them, clearly outline your needs, expectations, and schedule. Describe your goal and theme, and let them know what type of people will be attending the event. Before asking for a written proposal, ask them to give you a verbal summary of your requirements to be sure they’ve clearly understood you. Clarify points of confusion and emphasize the most important needs. Be sure to identify specific elements you’d like to see in their proposal. Try to structure the proposal outline so that you can compare your candidate’s bids.

When you make your selection, agree on the wording of a formal contract. Be sure your contract addresses specific products, delivery dates, pricing elements, and ways to make last-minute changes should they become necessary. It’s a good idea to include some terms and conditions for payment in the contract. The fewer misunderstandings that arise later on, they more positive your relationship and the more successful your event will be.

Now, focus on a positive, productive working relationship with your event supplier. Communicate with them frequently to keep them up on your status and to assure they are on schedule. But don’t contact them so often as to become an irritant. Walk a fine line between being accessible and demonstrating trust in their abilities. If problems do arise, refrain from losing your temper or speaking to them in a condescending tone. If you are upset about a particular issue, wait a few minutes, do some deep breathing, and then speak to them in a steady, calm voice. Temper tantrums are the quickest way to ruin a relationship and sabotage your successful event.

Remember that your event supplier is running a business. They have other customers, and you will have to be patient and respectful of their priorities if you expect the same treatment. Courtesy, however, doesn’t mean kissing up. You don’t have to compromise your own needs or integrity to satisfy an event provider. Common consideration is sufficient. Positive interactions and polite conversation is the rule. The trick is to make positive comments personal and negative comments about your event supplier’s performance more general.

If you should have the misfortune of hiring a disrespectful or inconsiderate event supplier, remember that you deserve respect as a professional event planner. Point out their unwanted behavior, and ask them to change their tone or language. Let them know you are aware that you’re not their only customer, but make clear to them your expectations for professional conduct. Again, do not lose your temper or become abusive. This will only feed the fire and make matters worse. You might think of including professional conduct as a component of your written contract so that you can refer to it as a contractual obligation if it should become necessary.

Once you have a good experience with an event supplier, stick with them. Let them know you plan to use them for more events. Inform them when you have recommended them to someone else, and offer to write a formal recommendation for them. If you’re extremely satisfied with their service, you might even post a note to the local newspaper or neighborhood newsletter. Giving them free advertising will help cement loyalty and respect. If you are confident in their continued good service, you might even enter into a long-term contractual arrangement, using them exclusively unless contract terms are violated. If you do sign a long-term agreement, be sure it includes an avenue for “escape” should they fail to consistently meet your needs.

An event supplier who anticipates future business from you, who is confident that you respect and admire their service, and who believes you regard them highly will move mountains to meet your needs! They’ll respond to you quickly, and they’ll be willing to work with you cooperatively. They may even offer suggestions that will improve your event or refer you to other event suppliers with equally high standards. Further, having long-term event suppliers onboard will save you much time and effort when working on future events.

Building a strong, productive, and professional working relationship with your event suppliers is essential to long-term success as an event planner. Event suppliers come in all shapes and sizes, but not all offer equal quality. Careful research, frequent open communication, and mutual respect will go a long way toward building productive long-term relationships with your important event suppliers and assure your events are successful.