10 All Important Questions to Ask The Vendor – (event planning tips)
Top 10 Event Planning Tips
We know planning a great event comes with its challenges. We offer a few tricks of the trade so your event planning is absolutely successful. Whether you’re in charge of planning a corporate event, fundraising event, or school function, you want a seamless event. We’ve got some great event planning tips to keep in mind.
The All Important Questions….
1) What assistance/service is included or excluded in the costs?
You don’t want to be caught off guard the day of the event. When you hire a vendor, make sure to get the full details of what is included in the service. Do they deliver, setup, and take down? Will they provide attendants? Will they ensure venue space is equipped to accommodate party rentals? Depending on type of vendor, do you need your own staff, generators, and other necessary equipment? Although, most vendors are fully prepared, don’t assume anything, always ask. It’s better to be safe than sorry.
2) Fees, Fees, and More Fees?!
Event planning tip #2, ask about fees and possible hidden fees. Are there overtime costs, will there be a delivery and setup fee? Will there be cleanup and breakdown costs? Service fees, gratuity fees, cancellation fees, oh my! No worries, just ask and be sure to read the contract carefully.
3) Help, Please!
You booked the casino party, but what about trained casino dealers? It’s important to find out if your party rental service comes fully equipped with a professional staff.
4)Who Says You Can’t Get Something for Free?
Learn the fine art of negotiation. Ask about special rates, deals for non-profits, and if you’re holding a fundraiser, ask if certain services and products can be donated. It never hurts to ask.
5) Hey, What’s Your Damage?
Some may not recall this once upon a time popular 1988 movie, Heathers, but it is important to discuss the vendor’s terms and conditions, do they have vendor insurance, how much is charged for damages and cleaning - again read over the contract carefully and ask questions.
6) Too Many Vendors Got You Frazzled?
If you plan on hiring several vendors for your big event, it may be wise to hire a reputable, full service event management company. They know just the right people and how to get you what you need and want at the best prices.
7) Does Your Vendor Provide Excellent Customer Service?
A professional vendor will, listen to you, keep you in the loop, and promptly answer all questions. Professional vendors know word of mouth means new clients and repeat clients.
8) Should I Stay or Should I Go?
Many times your vendor will stay with you from start till end, overseeing the entire process to ensure complete satisfaction, but it isn’t always the case. It’s a smart question depending on the type of vendor.
9) What is Your Gut Telling You?
You may not own a crystal ball, but there are tell-tale signs that a vendor may not be right for you. Visit their website, make sure they specialize and can customize to your event planning needs. Make sure the vendor has a contract stating their obligations, as well as your obligations.
Ladies and gentlemen…finally, we’ve come to #10 of event planning tips…
10) I’ve got 99 problems, but finding a trusted vendor ain’t one. Choose a Trusted Vendor.
Although saving money is “Key”, make sure the vendor(s) has professional affiliations, experience, and a proven reputation you can verify (testimonials, references). Hire the right people.
So, we’ve armed you with a few great event planning tips that are sure to keep event vendors on their toes…go forth, be curious, and plan a successful event!
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