{"id":3689,"date":"2015-05-14T07:00:09","date_gmt":"2015-05-14T12:00:09","guid":{"rendered":"https:\/\/www.qceventplanning.com\/?p=3689"},"modified":"2015-05-14T07:00:09","modified_gmt":"2015-05-14T12:00:09","slug":"questions-to-ask-every-vendor-before-theyre-booked","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked","title":{"rendered":"Questions to Ask Every Vendor Before They&#8217;re Booked"},"content":{"rendered":"<p>Working with vendors is an essential component of being a professional Event Planner. In the beginning, you\u2019ll be spending a lot of time sourcing vendors with good reputations and building relationships with them. Over time, you will have a roster of dependable event planning vendors that delivered on their promises and you enjoyed working with.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"738\" height=\"424\" class=\"alignnone size-full wp-image-3721\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/05\/Event-Planning-Vendors-Meeting.jpg\" alt=\"Event planning vendors meeting\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/05\/Event-Planning-Vendors-Meeting.jpg 738w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/05\/Event-Planning-Vendors-Meeting-300x172.jpg 300w\" sizes=\"auto, (max-width: 738px) 100vw, 738px\" \/><\/p>\n<p>Comparison shopping will be a critical first step for sourcing vendors. Once you\u2019ve short-listed a few promising candidates you\u2019ll schedule vendor meetings to gather more data. Your vendor meetings will be similar to an interview. Knowing what questions to ask will give you an advantage. We\u2019ve listed the top 10 questions to ask during your meetings to help you find the event planning vendor that best suits your needs and budget.<\/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\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\/#1_Do_you_have_my_event_date_available\" >1. Do you have my event date available?<\/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\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\/#2_Have_you_had_professional_training_If_so_where_did_you_receive_your_training_florists_caterers_etc\" >2. Have you had professional training? If so, where did you receive your training (florists, caterers, etc.)?<\/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\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\/#3_How_long_have_you_been_in_business_How_many_weddings_do_you_do_per_year\" >3. How long have you been in business? How many weddings do you do per year?<\/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\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\/#4_What_is_your_pricing_structure\" >4. What is your pricing structure?<\/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\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\/#5_Is_a_deposit_required_If_so_how_much_would_it_be\" >5. Is a deposit required? If so, how much would it be?<\/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\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\/#6_What_specifically_is_included_in_the_cost\" >6. What specifically is included in the cost?<\/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\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\/#7_What_happens_if_I_need_to_cancel_What_happens_if_you_the_vendor_cancels\" >7. What happens if I need to cancel? What happens if you (the vendor) cancels?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\/#8_Can_you_provide_me_with_a_contract\" >8. Can you provide me with a contract?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\/#9_Do_you_have_liability_insurance\" >9. Do you have liability insurance?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\/#10_Can_you_provide_me_with_3-4_recent_references_Do_you_have_a_portfolio_I_can_review\" >10. Can you provide me with 3-4 recent references? Do you have a portfolio I can review?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\/#Did_you_find_this_post_helpful_Share_this_question_cheat_sheet_with_colleagues_and_friends_using_the_icons_below_to_help_them_find_the_perfect_event_planning_vendors\" >Did you find this post helpful? Share this question cheat sheet with colleagues and friends using the icons below to help them find the perfect event planning vendors!<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"1_Do_you_have_my_event_date_available\"><\/span>1. Do you have my event date available?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>This is a no-brainer. There\u2019s no point asking any of the other questions if the vendor doesn\u2019t even have your date available!<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"2_Have_you_had_professional_training_If_so_where_did_you_receive_your_training_florists_caterers_etc\"><\/span>2. Have you had professional training? If so, where did you receive your training (florists, caterers, etc.)?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Since you\u2019ve not worked with this vendor before you\u2019ll want to get a sense of their skill level and compare it to the other vendors. For added security, you could also check out the program or school\u2019s reputation in the industry.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"3_How_long_have_you_been_in_business_How_many_weddings_do_you_do_per_year\"><\/span>3. How long have you been in business? How many weddings do you do per year?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>It\u2019s important to know how much experience your event vendor has in the industry. A vendor who has done hundreds of weddings will be a valuable source of information and better at avoiding potential pitfalls than a less-experienced vendor.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"4_What_is_your_pricing_structure\"><\/span>4. What is your pricing structure?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Before you schedule vendor meetings you need to have a ballpark idea of the budget you are working with. How else will you know whether a particular vendor fits within your budget constraints? Keep in mind that more experienced vendors typically come at a higher price point but their well-developed skills are usually worth the extra fees.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"5_Is_a_deposit_required_If_so_how_much_would_it_be\"><\/span>5. Is a deposit required? If so, how much would it be?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Not all vendors require a deposit while others require the full fees be paid immediately so it\u2019s important to know this up-front. Deposits can be anywhere from \u00bc to \u00bd of the fee due at the time of booking. Typically, the remaining balance would be paid on the event date or broken down into monthly payments.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"6_What_specifically_is_included_in_the_cost\"><\/span>6. What specifically is included in the cost?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Don\u2019t assume anything when working with vendors. You need to be told explicitly what is included in the fees. Getting this information right away will help with comparison shopping since the lowest cost might not be the best deal when you factor in extra fees. Find out if the quoted fees are all-inclusive or if you also need to take taxes, service charges or travel expenses into account.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"7_What_happens_if_I_need_to_cancel_What_happens_if_you_the_vendor_cancels\"><\/span>7. What happens if I need to cancel? What happens if you (the vendor) cancels?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>You\u2019ll want to know if the deposit is non-refundable or if there are specific conditions to having the deposit refunded if you cancel the booking. When it comes to vendors cancelling, find out if they have a back-up plan and if not, be aware that you should make one so there\u2019s no risk of you scrambling to replace them right before the event.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"8_Can_you_provide_me_with_a_contract\"><\/span>8. Can you provide me with a contract?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Not all vendors will provide you with a contract but you definitely need to find one that will. Contracts act as a guarantee that protects yourself as the planner as well as your client. Without a contract, there are really no repercussions if the vendor doesn\u2019t deliver what they\u2019ve promised on the day of the event. Don\u2019t get lulled into a false sense of security with a verbal agreement since it won\u2019t hold up in court like a contract!<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"9_Do_you_have_liability_insurance\"><\/span>9. Do you have liability insurance?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Accidents happen no matter how well you\u2019ve prepared. The last thing you want is to be on-the-hook financially for an accident that happened at your event. This is why you should only hire vendors with liability insurance. Ask for a copy of their policy and check that the policy meets or exceeds 1 million dollars of coverage.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"10_Can_you_provide_me_with_3-4_recent_references_Do_you_have_a_portfolio_I_can_review\"><\/span>10. Can you provide me with 3-4 recent references? Do you have a portfolio I can review?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Most vendors will have a portfolio you can check out to see examples of their past work. Keep in mind that a portfolio is put together to showcase the vendor\u2019s best work so you can\u2019t solely rely on a portfolio to vouch for the vendor. Your vendors should also have a list of satisfied past clients that can vouch for the quality and dependability of their service.<\/p>\n<div class=\"column-wrapper\">\n<div class=\"half-1\">\n<p>These questions will help you differentiate the quality vendors from the less reputable ones. Once you&#8217;ve narrowed down your options, it&#8217;s time to ask more specific questions of each vendor. The questions you need to ask your caterer will be different from what you should be asking your florist before booking! Download this <a href=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/05\/Questions-to-Ask-Every-Vendor-Before-They%E2%80%99re-Booked.pdf?utm_source=Blog&amp;utm_medium=Event&amp;utm_campaign=May+14+2015\" target=\"_blank\" rel=\"noopener noreferrer\">free checklist<\/a> to conveniently access these important, specific questions during your meetings and easily keep track of the vendors&#8217; answers. Save the checklist for interactive use on your computer or print it out if you prefer to take notes by hand.<\/p>\n<\/div>\n<div class=\"half-2\"><a href=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/05\/Questions-to-Ask-Every-Vendor-Before-They%E2%80%99re-Booked.pdf?utm_source=Blog&amp;utm_medium=Event&amp;utm_campaign=May+14+2015\" target=\"_blank\" rel=\"noopener noreferrer\"><img loading=\"lazy\" decoding=\"async\" width=\"369\" height=\"308\" class=\"alignnone size-full wp-image-3710\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/05\/Download-31.jpg\" alt=\"Download Checklist for Event Planning Vendors\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/05\/Download-31.jpg 369w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/05\/Download-31-300x250.jpg 300w\" sizes=\"auto, (max-width: 369px) 100vw, 369px\" \/><\/a><\/div>\n<\/div>\n<h2 class=\"highlight\" align=\"center\"><span class=\"ez-toc-section\" id=\"Did_you_find_this_post_helpful_Share_this_question_cheat_sheet_with_colleagues_and_friends_using_the_icons_below_to_help_them_find_the_perfect_event_planning_vendors\"><\/span><i>Did you find this post helpful? Share this question cheat sheet with colleagues and friends using the icons below to help them find the perfect event planning vendors!<\/i><span class=\"ez-toc-section-end\"><\/span><\/h2>\n","protected":false},"excerpt":{"rendered":"<p>Knowing what questions to ask each vendor is essential to a successful meeting and to find the perfect one for your needs. Download our handy &#8220;question cheat sheet&#8221; to conveniently manage these important questions for individual vendors and easily track their answers!<\/p>\n","protected":false},"author":4,"featured_media":18571,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[2,3,4],"tags":[],"ppma_author":[345],"class_list":["post-3689","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business","category-event-planning-tips","category-wedding-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>Questions to Ask Every Vendor Before They&#039;re Booked - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"Check out these essential questions to ask event planning vendors before they&#039;re booked! Download our free checklist to manage questions, and answers!\" \/>\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\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Questions to Ask Every Vendor Before They&#039;re Booked\" \/>\n<meta property=\"og:description\" content=\"Check out these essential questions to ask event planning vendors before they&#039;re booked! 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