Eventful Ideas
Working with Suppliers
When planning an event, remember that you and your suppliers both have the same objective in mind - to produce a successful and memorable event. Here are 8 ways to make sure your relationships are the best they can be.
1 PUT IT IN WRITING
Avoid the blame game by putting everything in writing. After you discuss something over the phone, always follow it up with a letter or e-mail outlining what was discussed and your interpretation of any decisions that were made. It gives everyone
piece of mind and prevents unwanted surprises. Also,
if something does go wrong, both parties can direct
their energies towards fixing the situation rather than looking for a scapegoat.
Details you need to define include (but are not limited to): dates, timelines, setup, food and beverage arrangements, responsibility of any third party vendors, sequence of events and performances, execution, licenses/permits/insurance obligations, payment and refund/cancellation policy
and clean-up.
2 THREE’S A CROWD
For clarity and to prevent miscommunication, keep the planning and decision making for an event down to one or two people. When too many people are involved, the details of an event may become misinterpreted, confused or changed. And the same holds true to suppliers. Having just one sales contact and one catering contact makes it easy to know where to turn when questions arise.
3 GET PERSONAL
Try to get to know the person at the other end of the phone or e-mail. The exchange of ideas flows more easily when people are comfortable with each other.
4 BUDGET BASICS
It may be difficult to set a budget for the nitty-gritty details of an event until the bulk of the costs are determined, but giving your suppliers a budget to work with (even if it’s just an estimate) helps all parties and doesn’t undermine anybody’s time.
5 GOUGING HURTS EVERYBODY
Keep negotiations simple by asking for the best price upfront. Trying to gouge your suppliers to the point where they are not making money is a quick way to lose respect. It’s a small world, and you never know when you will need the help of a supplier down the road. Consider the entire package including service when choosing the best price (which may not necessarily be the lowest).
6 LET THE EXPERTS GUIDE YOU
Treat your suppliers as partners. Bringing them into the planning stage, sharing your demographics, your objectives and what you’ve done in the past allows their expertise to enhance your event. 
7 MAKE UP YOUR MIND
The most effective events are those where the concepts are well thought out from the beginning before getting suppliers involved. In today’s economy, everybody is trying to get the job done with less lead-time. If there is a change, it usually doesn’t affect just one supplier, it carries through multiple suppliers. The more revisions are made, the more likely it is for mistakes, oversights or miscommunications to occur.
8 WORDS OF APPRECIATION
A little effort to thank your suppliers for a job well done goes a long way towards developing successful long-term relationships. Nobody enjoys criticism, particularly when it’s done in an abrasive manner. So, before complaining about a job gone wrong, congratulate your supplier on a job gone right. With a little positive reinforcement, people are usually much more open to constructive criticism.
