If you work in corporate events planning, you know how important it is to find the right vendors. You might be throwing one of the largest events in NYC or a small conference for your company. Either way, good vendors will be reliable and responsible, they will offer reasonable rates and they may even give your event a unique flair that can make it memorable for all your guests. However, it can be challenging to find vendors for corporate events. Rather than struggling, here are a few tips for using corporate event planning best practices to find the vendors that will set your events apart.
What Vendors Do I Need?
There are certain types of vendors you will want to make sure you include in your event planning checklist. Here are some you should have on speed dial.
- Musical Entertainment: A live band will work well at almost any type of event. Think of the type of event you are hosting to determine what genre will work best. If you work with a band that is versatile enough to perform multiple genres, even better.
- Florist: The right floral designer will give your event a unique look.
- Caterer: Every event planner will want to have various caterers on their list so they can provide the right type of food for their event.
- Baker: Sometimes caterers can provide desserts, but if you need specialty items, it’s good to have a couple of bakers you can turn to.
- Photographer/Videographer: A host will want a special souvenir to remind them of their special day. Providing the right photographer and videographer will help them to remember how happy they were with the event encouraging them to use your services in the future.
- Graphic Designer: Include a graphic designer in your pre-event planning to make sure your corporate events have great signage, terrific looking invitations and more.
How Do I Find The Right Vendors?
There are several things you can do to find the vendor that is right for you. There are many online resources you can use like Yelp, Google and Facebook. Be sure to look at Google reviews and Better Business Bureau ratings to determine whether they are a company you can trust.
You should also think of their values and make sure they align with yours. Do they specialize in the events you specialize in? Do they prioritize things you think are important? Do they use the environmentally friendly practices that may important to your clients? Remember, the way your vendors act and perform will be a direct reflection on you, so you want to make sure you are working with the best.
Work One-On-One With Vendors
While finding vendors for corporate events, you should work with them one on one. You need to work together to create a successful event. Take care of all the details ahead of time. Ask for schedules, deadlines and guarantees for the contract. When you work together with the right vendors, you will overcome many obstacles and issues ahead of time. This way, the corporate event planning ensures a seamless process and smooth event. Of course, your preparation with each individual vendor builds a relationship that shows in the success of the event.
Maintaining The Relationship
Once you have found vendors you are happy with, make sure you maintain a good relationship through vendor management. After all, these are the people you can count on to provide great service to your clients. Make sure there is food and drink on hand for them at all your events. Send out cards on special occasions like anniversaries and birthdays. Also, remember vendors can be a great resource for finding more business and you can also help them to grow. Be sure to exchange referrals whenever possible.
When you are working on your event planning guide checklist, you know finding the right vendors is going to be a major factor when it comes to getting organized. Make this part of your planning easy by having vendors on hand that you know you can count on. They are the people that matters when it comes to helping your business to grow.