Choosing new vendors for client driven events is never easy. We all trust our favorite hotels, venues and caterers but every now and then we must source a new vendor for a new service. At JMG, we use a very wide range of vendor service types, anywhere from ice sculpture artists to portable toilet rentals.
We also produce events all over the country. It’s not uncommon for us to have vendors in another city that we may not meet in person until the day before the event.
We've created a very detailed database of vendors used for our events. We use this to save research time, record business details and provide our own feedback of each vendor.
Once I know the database doesn’t have the vendor I need, I begin researching.
Here are the most important steps and considerations when sourcing new vendors:
- Create a profile of your desired vendor. Include everything you will expect of them and their staff from equipment they will provide to the staff's clothing and attitude onsite. Be upfront about any budget constraints you are working within.
- Do your research. Contact the CVB (Conventions and Visitors Bureau); go to Google. It might be judgmental, but I most certainly rate a vendor by their website. I always visit the vendor's website to look at how professional and well organized it is. This is also a good place to read any comments or feedback on services, staff and photos.
- Interview the individual. Review specific event details to determine if the individual will be able to provide the quality, experience and knowledge you need.
- If you're searching for a hotel or venue, you can put together an RFP (Request for Proposal). You'll need to provide as much detail about your event as possible in order to get the most accurate and detailed response.
- Ask for references. Once you have selected two or three vendors, ask for their references, especially one that has used the vendor in an event similar to yours. The only way to know how a vendor conducts business onsite is to ask someone who has seen them in action. Use the Vendor Profile you created to ask about specific personality and business traits.
- Once you have reviewed RFPs and references, you should be able to make a decision. Remember that this person or company is now part of your team from planning to execution. Working together and keeping them informed will usually ensure a smooth vendor experience.
After an event, we add the new vendor to our database. Because there is more than one of us, we also provide feedback about the vendor, negative or positive. This allows us to share our vendor experience and even "black list" them if need be.
Choosing the right vendor can make or break your event—it’s beyond a simple game of eeny, meeny, miny, moe.
What vendors do you trust? Or vent a bad experience in the comments below so we know who to avoid!