Building Strong Vendor Relationships: The Cornerstone of Event Success

Alden Pereira
Dec 22, 2024
2 min read

Updated: Jan 8

Finding the perfect vendors is just the beginning. Building strong, collaborative relationships with your chosen team is the cornerstone of a truly successful event. Think of it as nurturing a garden – you need to nurture those relationships to watch them bloom and flourish.

1. Communication is Key: Keeping the Lines Open

Open and consistent communication is paramount throughout the entire event planning process.

Regular Check-ins: Schedule regular check-ins with each vendor, whether it's a quick phone call or a brief email update. This keeps everyone informed and allows for the timely resolution of any potential issues.
Clear and Concise Communication: Avoid ambiguity. Be clear and concise in your instructions, timelines, and expectations. Use project management tools to share documents, track progress, and ensure everyone is on the same page.
Embrace Technology: Utilise communication platforms like Slack or Microsoft Teams to facilitate quick and efficient communication with your vendor team.

2. Provide Clear Instructions: Setting the Stage for Success

Providing clear and detailed instructions is crucial to ensure a smooth event execution.

Detailed Briefing Documents: Create comprehensive briefing documents that outline all the necessary details, including timelines, contact information, and specific requirements.
Site Visits and Walkthroughs: Conduct site visits and walkthroughs with key vendors to ensure they understand the venue layout, logistical requirements, and any specific instructions.
Regular Updates: Keep vendors informed of any changes to the event schedule, guest list, or any other relevant information.

3. Show Appreciation: A Little Goes a Long Way

A little appreciation goes a long way in fostering strong vendor relationships.

Express Gratitude: Acknowledge and appreciate the hard work and dedication of your vendors throughout the event planning process. A simple "thank you" can go a long way.
Offer Small Gestures: Consider offering small tokens of appreciation, such as gift vouchers, thank-you notes, or even a small gift basket.
Provide Positive Feedback: Share positive feedback with the vendor's management or supervisors. This not only shows your appreciation but also helps to build their reputation within the industry.

4. Post-Event Feedback: Building on Success

Post-event feedback is crucial for continuous improvement.

Conduct a Debriefing: Schedule a debriefing session with your key vendors to discuss the event, identify areas of success, and discuss any challenges encountered.
Provide Constructive Feedback: Offer constructive feedback on their performance, highlighting both their strengths and areas for improvement.
Maintain Long-Term Relationships: Nurture your relationships with vendors by staying in touch and considering them for future events.

By cultivating strong relationships with your vendors, you can create a collaborative and supportive environment that will contribute to the success of your event. Remember, your vendors are your partners in bringing your vision to life.