{"id":16042,"date":"2018-12-20T10:00:09","date_gmt":"2018-12-20T15:00:09","guid":{"rendered":"https:\/\/blog.qceventplanning.com\/?p=16042"},"modified":"2018-12-20T10:00:09","modified_gmt":"2018-12-20T15:00:09","slug":"how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning","title":{"rendered":"How to Find the PERFECT Vendors for Your Event"},"content":{"rendered":"<p>Are you just beginning a wonderful career in event planning? Finding vendors from scratch can take a lot of trial and error. But you won\u2019t always have the time or room to make mistakes. Especially since you\u2019ll be working with your hired vendors for months until the event is done\u2026it\u2019s a lot of pressure to choose carefully!<\/p>\n<p>But worry not! We\u2019ve put together a list of everything you need to look for when choosing the <em>right<\/em> vendors for your event. Read on\u2026<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning\/#1_Find_out_the_logistics_and_top_priorities_for_the_event\" >1.\u00a0\u00a0\u00a0\u00a0\u00a0 Find out the logistics and top priorities for the event<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning\/#2_Is_the_vendor_professional\" >2.\u00a0\u00a0\u00a0\u00a0\u00a0 Is the vendor professional?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning\/#3_Vendor_experience_level\" >3.\u00a0\u00a0\u00a0\u00a0\u00a0 Vendor experience level<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning\/#4_Are_they_willing_to_negotiate\" >4.\u00a0\u00a0\u00a0\u00a0\u00a0 Are they willing to negotiate?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning\/#5_Contingency_planning\" >5.\u00a0\u00a0\u00a0\u00a0\u00a0 Contingency planning<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning\/#6_Client_referrals_or_reviews\" >6.\u00a0\u00a0\u00a0\u00a0\u00a0 Client referrals or reviews<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning\/#7_Do_you_like_them\" >7.\u00a0\u00a0\u00a0\u00a0\u00a0 Do you like them?<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"1_Find_out_the_logistics_and_top_priorities_for_the_event\"><\/span>1.\u00a0\u00a0\u00a0\u00a0\u00a0 Find out the logistics and top priorities for the event<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Before you can go searching for vendors, you need to meet with your clients. Your <a href=\"https:\/\/blog.qceventplanning.com\/2016\/02\/conducting-the-client-consultation-part-one\/\" target=\"_blank\" rel=\"noopener\">client consultation<\/a> will be where you start building your ideas for the event you\u2019re planning. Take note of everything they tell you\u2014your vendors will need the same information!<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-16045\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2018\/12\/Event-in-post-135x135-11.jpg\" alt=\"number of guests seating chart for event \" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/12\/Event-in-post-135x135-11.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/12\/Event-in-post-135x135-11-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Let\u2019s start with the number of guests. This factor will narrow down the range of vendors you\u2019ll even look at. Encourage your clients, if they\u2019re also researching vendors with you, to shy away from looking at vendors beyond their means. The last thing you want is for your clients to fall in love with a luxury venue when they\u2019re already stretching a shoe-string budget.<\/p>\n<p>Next up is the date range for the event. With your clients, come up with a list of dates that will work for their event. Once these are settled, begin searching only for vendors who are free within these ranges. Don\u2019t wait for the off-chance that they have a cancellation! Ensure that this is one of the first topics broached when you make first contact with the potential vendor.<\/p>\n<p>Your clients may not have any concrete ideas set, but they <em>do<\/em> know the sort of <a href=\"https:\/\/blog.qceventplanning.com\/2015\/08\/event-client-consultation-questions-creating-the-concept\/\" target=\"_blank\" rel=\"noopener\">atmosphere and overall theme<\/a> they want. Vendors with similar tastes can transform a good event into an amazing event. This point is especially important for niche events\u2014someone who has never decorated for a fantasy geek event won\u2019t know how to create nuanced and appropriate event decor choices.<\/p>\n<p>During your client consultation, ensure you have your clients prioritize the elements they absolutely need. That way, you\u2019ll know which aspects of their budget will be flexible.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"2_Is_the_vendor_professional\"><\/span>2.\u00a0\u00a0\u00a0\u00a0\u00a0 Is the vendor professional?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-16046\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2018\/12\/Event-in-post-135x135-12.jpg\" alt=\"professional string musicians for entertainment hire at wedding and events\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/12\/Event-in-post-135x135-12.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/12\/Event-in-post-135x135-12-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>You can judge a vendor\u2019s professionalism right from the get-go. When they pick up the phone to speak to you, take clues from how they communicate with you. Are they nice and helpful? At the consultation, were they punctual? Do they come prepared? Are they client-service oriented? Here\u2019s the big one: do they listen to you? All these are signs about how they\u2019ll perform during the entire planning process.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"3_Vendor_experience_level\"><\/span>3.\u00a0\u00a0\u00a0\u00a0\u00a0 Vendor experience level<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Find out if your vendor has any prior experience similar to the event you\u2019re planning. Take a look at their portfolio. Look at all the different photos in the photoset of a single event. Does it look cohesive? Does their style coincide with your clients?<\/p>\n<p>For example, if you\u2019re looking for a <a href=\"https:\/\/blog.qceventplanning.com\/2018\/12\/quick-guide-choosing-the-best-catering-style-your-event-planning-career\/\" target=\"_blank\" rel=\"noopener\">caterer to do butlered cocktail service<\/a>, find out if they have trained wait staff with experience serving in this manner. Especially since this is quite a formal service style, great emphasis will also be put on etiquette and the physical presentation of the staff. If they\u2019ve never done this style, find out if they have any relevant experience. Similar experiences in hand service are worth noting.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"4_Are_they_willing_to_negotiate\"><\/span>4.\u00a0\u00a0\u00a0\u00a0\u00a0 Are they willing to negotiate?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-16047\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2018\/12\/Event-in-post-135x135-13.jpg\" alt=\"negotiations between event planner and vendor shaking hands in agreement\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/12\/Event-in-post-135x135-13.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/12\/Event-in-post-135x135-13-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Don\u2019t be afraid to negotiate. But treat them with respect when you do\u2014no low balling! Your job is to ensure your clients are getting the most out of their budget. But your vendors will also need to be paid. If they are experienced professionals in the industry, they\u2019ll know the benefits of <a href=\"https:\/\/blog.qceventplanning.com\/2017\/09\/5-professionals-event-planners-network\/\" target=\"_blank\" rel=\"noopener\">being good to others<\/a> in the field and will negotiate accordingly.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"5_Contingency_planning\"><\/span>5.\u00a0\u00a0\u00a0\u00a0\u00a0 Contingency planning<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The interview is a great time to find out if they are ready to jump into action if something goes wrong. While it\u2019s important for you to cover your clients (and yourself) in the event of an emergency, they, too, should have a <a href=\"https:\/\/blog.qceventplanning.com\/2015\/03\/risks-and-advantages-hosting-outdoor-events\/\" target=\"_blank\" rel=\"noopener\">risk management<\/a> plan. If they don\u2019t have a good answer ready, this is a big red flag.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"6_Client_referrals_or_reviews\"><\/span>6.\u00a0\u00a0\u00a0\u00a0\u00a0 Client referrals or reviews<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Do thorough research on the vendor for hire. Don\u2019t just look at what they\u2019re saying about themselves. Look at what their previous clients and planners have said about them. Are they singing their praises? Specific reviews that go into detail about the quality of the vendor&#8217;s services are what you\u2019re looking for. High quality reviews written with care are a reflection of the care and attention the vendor reciprocated to them during the event. There\u2019s nothing more valuable than an honest testimony!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"7_Do_you_like_them\"><\/span>7.\u00a0\u00a0\u00a0\u00a0\u00a0 Do you like them?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-16048\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2018\/12\/Event-in-post-135x135-14.jpg\" alt=\"vendor and event manager speaking with live events planner about the venue\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/12\/Event-in-post-135x135-14.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/12\/Event-in-post-135x135-14-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Sometimes, you just know. Remember that you will be working with a vendor for several months to over a year. A great working relationship is built on mutual respect and easy-going rapport. Everyone should be excited to work with one another\u2014that\u2019s where the best ideas are born! If they have a certain <em>je ne sais quoi<\/em> about them, and tick off all the other boxes, you\u2019re pretty much set.<\/p>\n<p>You want to do good by your clients, but you also want build on your relationships with your vendors. Establishing a preferred vendors list allows you to grow your business by mutual referrals. Not to mention the discounts and special price packages clients to their event planner to secure.<\/p>\n<p>Do you have any tips for choosing the best vendors? Leave us a comment!<\/p>\n<h3 align=\"center\"><i>Did you know marijuana use is getting big in the world of event planning? Here\u2019s how to <a href=\"https:\/\/blog.qceventplanning.com\/2018\/09\/how-weed-weddings-will-impact-your-career-in-event-planning\/\" target=\"_blank\" rel=\"noopener\">incorporate legalized weed into your events<\/a>!<\/i><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>Listen up! Your career in event planning is about to get a whole lot easier. Here&#8217;s our list of 7 considerations for choosing the RIGHT vendor for your event!<\/p>\n","protected":false},"author":9,"featured_media":16050,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[21],"tags":[],"ppma_author":[351],"class_list":["post-16042","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-planning-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Find the PERFECT Vendors for Your Event - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"Listen up! Your career in event planning is about to get a whole lot easier. Here&#039;s our list of 7 considerations to help you choose the RIGHT vendor for your event!\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Find the PERFECT Vendors for Your Event\" \/>\n<meta property=\"og:description\" content=\"Listen up! Your career in event planning is about to get a whole lot easier. Here&#039;s our list of 7 considerations to help you choose the RIGHT vendor for your event!\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning\" \/>\n<meta property=\"og:site_name\" content=\"Pointers for Planners\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/QCEventPlanning\" \/>\n<meta property=\"article:published_time\" content=\"2018-12-20T15:00:09+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/12\/blog-Feature-photo-100x100-4.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"672\" \/>\n\t<meta property=\"og:image:height\" content=\"300\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Celena Feng\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Celena Feng\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning\",\"url\":\"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning\",\"name\":\"How to Find the PERFECT Vendors for Your Event - Pointers for Planners\",\"isPartOf\":{\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning#primaryimage\"},\"image\":{\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/2018\/12\/how-to-find-the-perfect-vendors-for-your-event-career-in-event-planning#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/12\/blog-Feature-photo-100x100-4.jpg\",\"datePublished\":\"2018-12-20T15:00:09+00:00\",\"author\":{\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/#\/schema\/person\/158edbd40fc32c99a76e01e38fe5ecda\"},\"description\":\"Listen up! 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