The most important questions you’re not asking your event vendors!
So you’ve researched and googled, asked friends and colleagues, read testimonials and followed through on referrals. Yup, you’ve done all your homework to zero in on the vendors you think are the best candidates for your event. It’s now time to start the conversation with these candidates to decide which vendor is the one to book for each service and category.
Naturally, these conversations will revolve around the obvious topics: terms and conditions, policies, and cost. You want to find out what services you’ll be getting for how much money, and to squeeze in those much-needed discounts if at all possible. That’s fair and reasonable. It’s also not the whole story.
When thinking about what vendors can give you, we recommend considering two others types of information and services: value add services and the “extra mile.”
Value add services are all the little extras and capabilities that vendors can offer, which can add up to make a huge difference: various alternative options, the schedule, the staff, and their tasks. These can include things like the types of food and how many vegan dishes you need, the types of photos and styles you’re after… Bottom line — this is a conversation designed to ensure you get the best value for your money.
The extra mile is a conversation designed to enrich your guests’ experience, make your life easier on the day of the event, and educate you on the market and its trends.
What you need to remember is that vendors talk to dozens and sometimes hundreds of planners each month. Everything you think you know is something they’ve actually done a zillion times: small events, large events, local events, international events, single-day events, multi-day events, and every type of guest and activity under the sun. This means that each vendor is a treasure trove of knowledge that you’d do well to tap into — it costs you nothing but is worth the world.
So what should you be asking your vendors?
1. Theme of the event — You may have already decided on a concept and theme, or you might still be considering a few options. In either case, it’s a good idea to ask vendors their opinion, as they can highlight potential issues or mention aspects you need to consider. Let’s say you’re planning a hot air balloon activity — have you thought about the fact you’ll need to check everyone’s weight beforehand? (A potentially awkward request!) On the other hand, if you haven’t settled on a concept or theme, who better to brainstorm with than those who’ve seen it all — the good, the bad, and the ugly?
2. Ask for extras — It can seem counterproductive to ask for things you can just spend more money on. But what if the extra is totally worth it and you can squeeze it in by dropping something else? You don’t have to actually commit to these options, but it’s a good way to get more ideas. Sometimes the “extra mile” vendors can offer DIY ideas that are absolute game-changers. Or, even better, they can offer those extras with significant discounts. Why pass up the opportunity?
3. What’s trending now — This is a good question if you’re looking to be unique rather than follow the crowd, or you want to be on the safe side and go for tried-and-tested concepts. In both cases, this question will give you valuable insights that you can then decide how to utilize.
4. Let your vendor do the due diligence on your plan — You won’t believe the insights they can share with you. Does your schedule make sense? Is the idle time too long? Too short? Do you need a break between activities? Does the budget make sense? (Don’t be afraid to show your hand!) Full transparency is key when working with vendors. By embracing their experience and making them full partners, you make it far more likely that the event will be a success.
5. Introduce the other vendors you’re considering — He might know them / have worked with them before and have feedback, either good or bad. This will tell you much more than any testimonial. Remember, you want them to work well together. The worse thing ever is a bunch of vendors who don’t get along and make you play the mediator.
But what if the vendor you’re considering isn’t cooperative and doesn’t want to answer your questions? Simple, don’t book them. A vendor who isn’t willing to go the extra mile is not your vendor, and knowing that before the event will save you a lot of heartache and misery.
