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In the events sector, vendors play a significant role as stakeholders. Nevertheless, selecting the right vendors for your event can lower the possibility of failure. They can also serve as strategic links between you and what you want to achieve. After that, there are important steps you should take in order to select the best vendors who will increase the effectiveness of your events. In this article, I’ll go over these important steps, which will help you select the best vendors who will meet your event objectives and provide high-quality services.
Understand your event requirements before choosing the best Vendor
Several factors may influence whether you need that vendor or the type of vendor who will attend your event. Those factors may include the event timeline, objectives or targets, and budget. Once you have fixed the design of your event, you will have an idea of which vendors to invite and the role they’ll play in helping you achieve your event targets.
Reach out to your network for quality recommendations
From my experience, the closest sources for getting quality recommendations are your networks. Great recommendations will come from people who may have worked with the relevant vendors on various event projects. Their recommendations will be helpful as to the quality and effectiveness of the vendor. This step will save you the time of searching the internet and some other directories for vendors you cannot vouch for.
Meet and interview the vendors
A face-to-face meeting with the vendor is highly recommended. This step will help you establish the actual face behind the business and the recommendations you may have received. It will also help you to ascertain and confirm relevant qualities you are looking for, such as effective communication skills and the ability to interpret your vision or intention for the event.
Verify track records of the vendors
Be smart and understand that you must go beyond having a face to face meeting with the vendor; you have to take further steps to check out their track records by checking websites and social media platforms to verify their claims. You can also call some of their previous clients to find out what qualities they have or have displayed at their last assignment. The responses will assist you in deciding whether or not to work with the vendor.
Ask for a proposal and arrange for a presentation.
When choosing the best vendor, this step is necessary to enable you to know their effective costing abilities and their intention on how to execute the event if given the opportunity. In comparison to your needs and budget, evaluate the options they have suggested. Look for pricing that is transparent, deliverables that are clear, and flexibility to accommodate any customizations or special requirements
Arrange site visits for a recce
Just before you make up your mind on choosing the best vendor, conduct a site visit, also known as a venue recce. Another name for recce is site exploration or to look out for. Invite the vendors involved in the production, set-up, or decorations to the site.
At this time, do not only conduct them around the site but also ask them to provide essential insights as to how they intend to use the space for their assignment. Ensure that their proposition aligns with the proposal and presentation they submitted earlier. Although adjustments can be made, after this visit, it is better to be on the same page.
In addition, this stage will help you unravel their level of creativity, attention to detail, and commitment to delivering quality service.
Negotiate and finalize the contracts with the best vendors
Negotiate with a few chosen vendors to get the best terms and prices. Be specific about your demands, deadlines, and expectations. Once everyone is happy and on the same page, seal the deals and hire the selected vendors.
However, the agreed terms, conditions, and others must be clearly stated on a document and signed by both parties and their witnesses.
Set a clear line of communication with the selected vendors
This is a critical step in choosing the best vendor. I decided to include this step because of its immense importance to this topic of discussion. For instance, my experience shows that some vendors could attempt to outdo their roles as the event manager and/or by talking directly with the sponsors to gain their favour.
So, at the beginning or as part of the terms and conditions, communication lines must be clearly established; each party must know where the buck begins and stops
In all, the selection of vendors requires careful consideration of the factors that have already been enumerated. it is better never to take anything for granted.
