How To Get Event Vendors To Work With You: 15 Proven Tips

Finding event vendors who are not only talented but also reliable is like hunting for treasure. And when you’re in charge of pulling everything together, you don’t have time to deal with last-minute cancellations or subpar service.

It’s tough.

You need to sell your vision to vendors, stick to the budget, and—most importantly—wow your clients.

Good vendors are just as selective as you are. They don’t want to work with just anyone and certainly don’t want to be micromanaged or underappreciated. They want partnerships, not transactions.

So, how do you get these great vendors to work with you, and even better—want to work with you again?

To be a successful event planner you need to create a team of event vendors you can trust. It’s all about building a real connection, treating them right, and having a plan.

Let’s break it down into a few key strategies that will help you attract the best vendors for your event.

How To Create Your Event Vendors Dream Team?

The 15 secrets every event planner needs to know for creating their dream team of event vendors -

1. You are Only as Strong as your Weakest Link

If you want to entice a dream team, you need to dump anyone who doesn’t belong on an “A” team. It’s harsh but people will think of you as the company you keep and an in-demand vendor won’t want to be part of a mediocre group.

2. The Riches are in the Niches

If you serve a niche, look for vendors who do the same thing. There’s less of a learning curve that way and you’ll both be bringing mutually beneficial connections for networking and referrals. Find someone who works with the same audience you do.

3. Build a Stellar Reputation

When vendors hear your name, you want it to be synonymous with excellence. Focus on delivering exceptional results and maintaining high standards. Once you make a name for yourself, it will naturally attract vendors who want to be associated with your success.

4. Pay on Time—Every Time

Nothing destroys trust faster than late payments. Ensure you always pay vendors on time and as agreed. A well-drafted contract outlining your financial obligations can help avoid misunderstandings.

If problems arise, resolve them professionally, and remember, sometimes paying a vendor even when things go awry is better than risking a damaged reputation.

5. Delight Your Vendors

Go the extra mile to make your vendors feel special. Whether it’s a handwritten thank-you note or a small token of appreciation, these gestures build goodwill.

Even if you’re not currently working together, staying in touch and showing appreciation can keep you in their good graces for future opportunities.

6. Cyberstalk them (Not Literally!)

Not really, please don’t cyberstalk them but do follow them on social media and distribute their content to help them improve their reach.

Assisting them to grow their business makes them look good and makes an impression on them about your commitment to the vendor relationship.

7. Don’t Put the Squeeze on Your Event Vendors

Everyone wants to make a profit and some event planners boast on their ability to get their subcontracted vendors to work for peanuts. This does nothing but line your pockets. They don’t feel good about the job and the moment someone else offers them more, they’ll be gone.

In some cases, like working with a dream vendor, it may be best for the relationship to accept their first offer instead of trying to negotiate for their services. This places them in a much better frame of mind and they’re more apt to agree. It also shows you value them and want to work together.

8. Negotiate Fairly

Okay, we know we just said “Don’t negotiate” but sometimes it’s absolutely necessary to get the job under budget. When you have a tight budget you may need them to be at a certain number to be able to work together.

In those situations, most people tend to push back on the quote by asking, “Can we do better?” They don’t name a number because they’re hoping the other person will come back with something even lower than what they were thinking. This rarely happens. 

Instead, the vendor comes back with a number a shade off and the event organizer realizes it’s still not low enough. This makes everyone frustrated. Instead, give the vendor the number. Tell them “If you can get down to X, we can sign the contract today.” This kills the back-and-forth and keeps the relationship intact.

9. Anticipate your Vendor’s Needs

Be proactive. If you know a vendor is going to need certain permissions, access, or materials, get ahead of it. Don’t wait for them to come to you with last-minute requests. The more you can anticipate their needs, the smoother everything will go.

Talk with them and get to know their frustrations then see if there are any you can solve by calling in a few favors from your network.

10. Project Confidence

Command a room. Develop a swagger. If you lack confidence, fake it. People don’t want to work with scared, uneasy people. They want someone with the confidence to succeed. Take a leaf from millionaire event planners and talk the talk and walk the walk.

11. Be Transparent

Honesty really is the best policy. Be upfront about your budget and expectations from the get-go. If they’re out of your price range, it’s better to know early on so you can either adjust your budget or look elsewhere. Don’t waste time with back-and-forth haggling—it’s exhausting for everyone involved.

12. Ask for Referrals

Ask your vendor network for referrals for people they’ve worked well with in the past and then ask for the introduction. A referral from a mutual connection can be more persuasive than a cold outreach, making it easier to establish new vendor relationships.

13. Facilitate Client Introductions

Yes, you’ll be managing the event and ultimately be responsible for the work, but introducing your team to the client is a much more transparent way to operate. Clients will also appreciate knowing who’s working behind the scenes, and your event vendors will feel more invested in delivering excellent results.

14. Research on the Interwebs

Read reviews and always be on the lookout for vendors with strong reputations. When you find one and approach them share what it is that made them stand out and why you’re contacting them. Flattery feels good and opens more doors than a mere introduction.

15. Consider Advance Payments

This one is scary if you’ve never worked together before but if you’ve done your research and you know the person is top in their field, paying up front will set you apart from other event planners. If you can’t swing the whole amount, pay as much as you can.

FAQs on Finding the Best Event Vendors

Final Words on Attracting and Maintaining Event Vendors Relationships

Your event vendor network shouldn’t be viewed as just subcontractors to you because they are the key to your event's success. 

• By focusing on building strong, mutually beneficial relationships, you can create a team of trusted partners who contribute to unforgettable events. 
• Treat your vendors with respect, communicate openly, and always strive for excellence. 
• Regularly assess your vendor relationships. Are they meeting your expectations? 
• Are there areas where improvements can be made? Be open to feedback and willing to adapt.
• Share your definition of success and how you measure a job well done. If you share the same business philosophy your collaboration will last much longer. 
• And, if your vendor partner isn’t producing, sever the relationship. You don’t want to be known as mediocre so don’t ever settle for it.

When you and your vendors share a common vision and commitment, the results can be extraordinary. Put these tips into action, and watch your events and vendor relationships flourish.

Published on 2nd November 2016 | Last Updated on 2nd November 2024.