Tips for building vendor relationships that last
Fostering strong vendor relationships is crucial to event success, and by building a strong network of consistent vendors who love working with you, you can ensure that your events shine again and again. With a few tips in your back pocket, you can go above and beyond to make sure that vendors appreciate you and jump at the chance to work with you every time.
Be a Proactive Communicator
Reach out to vendors early and keep the conversation going from the initial inquiry to post-event. Don’t hold back on providing details about your needs, timelines and goals. If you feel like you’re overdoing it, you’re probably doing it right. By staying in consistent communication, you present yourself as organized and responsive.
Read More: Work Smart: The Art of Communication
Honor Your Commitments
Reliability sets a precedent. When vendors know that you stay true to your commitments and follow through, they’ll hold you in high regard and see you as a trusted partner. Always document all updates in writing to avoid any confusion or miscommunications. If last-minute changes do come up (and who are we kidding, sometimes that happens!), they’ll be far more likely to accommodate you due to the pre-established trust.
Emphasize Mutual Respect
At the end of the day, vendors are experts in their service area, whether it be AV, floral design, catering or something else.
Treat them as such! Ask for their input, ideas and suggestions about how they can enhance your vision. Not only will they value the level of respect you show them—they might even offer an idea that you hadn’t thought of, but that you later find your event wouldn’t be the same without!
Gratitude Goes a Long Way
As any event planner knows, receiving a thank you means a lot. Go even further with a personalized thank you, like sending your vendor a handwritten thank-you note and a gift card or giving them a shoutout on social media. Refer them to other planners in your network or invite them to a vendor appreciation event. By going the extra mile, you’re certain to stand out, and they’re likely to return the favor next time you work with them.
Read More: Beyond Thanksgiving: The Power of Everyday Gratitude in Leadership
Be Transparent
Don’t beat around the bush. Be clear about your budget and goals from the start, rather than just ask for their pricing. This saves everyone time and allows vendors to share specific options available to you within your budget. If you have any must-haves or some specific vision, share that with them too; they might pleasantly surprise you with what they can offer.
