By Margaret Fescina, NY Party Works
Planning a successful event is a collaborative effort by everyone involved. There are many details concerning timing, access, electrical requirements and spacial issues. Vendor conflicts can be avoided if they are addressed early in the process.
Here are 5 quick tips to insure a positive working relationship with your Vendors:
1. Supply all information when asked. If you do not know the answer to a question by one of your Vendors, tell them that you will call the appropriate people and get back to them, and do it as soon as possible. Your Vendor is trying to do the best possible job for you and will need this information to make sure that everything goes smoothly on the day of your event. Some questions might concern sources of electric, where items are being placed, when specific Vendors can access the loading area, scheduling of entertainment with things like the candle lighting ceremony. The more your Vendors know about your event, the fewer surprises there will be.
2. Act as the liaison between the venue and your Vendors. You are the person that they all have in common unless you are using an event planner. So it is best once again to be sure that everyone is on the same page. For example, if one of your Vendors give you an arrival time for setup, be sure that you pass this information on to the venue so someone will be there to meet and direct them.
3. Be open to advice and suggestions by Vendors. You hired them because they are the professionals and have years of experience in working events, so at least listen and discuss the options when they offer an opinion. They may know something that you don’t.
4. Be flexible whenever possible. No one wants you to not get the party that you are paying for, or to alter your vision in anyway if it isn’t necessary. But sometimes compromise is needed. Cooperation is the key to planning an event with multiple Vendors. If everyone works together, with you bending a little here, and a Vendor or the venue bending a little there, it will all work out with much less conflict and aggravation for everyone.
5. Discuss ahead of time what your balance is and how the final payment will be made. Whatever you decide upon, do it. Don’t make your Vendors come look for you, it is uncomfortable for everyone.
Being prepared and anticipating any problems is a win, win situation for everyone.
To learn more about NY Party Works, visit their extended profile page in our Vendor Directory.