{"id":8476,"date":"2016-03-01T09:51:21","date_gmt":"2016-03-01T14:51:21","guid":{"rendered":"https:\/\/blog.qceventplanning.com\/?p=8476"},"modified":"2016-03-01T09:51:21","modified_gmt":"2016-03-01T14:51:21","slug":"qcs-guide-to-vendor-etiquette","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2016\/03\/qcs-guide-to-vendor-etiquette","title":{"rendered":"QC&#8217;s Guide to Vendor Etiquette"},"content":{"rendered":"<p>Ah, the wonderful, not-at-all frustrating world of etiquette. It comes second-nature to those who are used to it, but getting there takes time. That\u2019s time in which you could be damaging your career as a professional event planner by accidentally offending a vendor. Yikes!<\/p>\n<p>Negotiating contracts, organizing styled shoots, tipping, saying thank you for a referral\u2026 To an event planner just starting out in the industry, working with vendors can seem like a bit of a minefield. Our handy guide will walk you through the basics of good vendor etiquette to help you build a strong network!<\/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\/2016\/03\/qcs-guide-to-vendor-etiquette\/#Getting_That_Contract\" >Getting That Contract<\/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\/2016\/03\/qcs-guide-to-vendor-etiquette\/#Should_I_Tip\" >Should I Tip?<\/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\/2016\/03\/qcs-guide-to-vendor-etiquette\/#Thank_You\" >Thank You!<\/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\/2016\/03\/qcs-guide-to-vendor-etiquette\/#Vendor_Slip-Ups\" >Vendor Slip-Ups<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Getting_That_Contract\"><\/span>Getting That Contract<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>It goes without saying that your <a href=\"https:\/\/blog.qceventplanning.com\/2014\/09\/vendor-relationships\/\" target=\"_blank\" rel=\"noopener noreferrer\">relationship with your vendors<\/a> is a major draw for clients. Not only will you refer them to reliable, high-quality vendors, but your longstanding relationships can also help you get them good deals. For budget-conscious clients, this is pretty big!<\/p>\n<p>But getting a good deal for a client won\u2019t end up being a good deal for <i>you<\/i> if you offend your vendor in the process. Like you, your vendors are professionals in the event industry\u2014and also like you, that means they don\u2019t appreciate having their services undervalued.<\/p>\n<div style=\"overflow: auto;\">\n<div class=\"half-1\">\n<p><img loading=\"lazy\" decoding=\"async\" width=\"323\" height=\"354\" class=\"alignnone size-full wp-image-8480\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2016\/03\/shutterstock_284819921_ed.jpg\" alt=\"Chef putting the finishing touches on a dish\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/03\/shutterstock_284819921_ed.jpg 323w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/03\/shutterstock_284819921_ed-274x300.jpg 274w\" sizes=\"auto, (max-width: 323px) 100vw, 323px\" \/><\/p>\n<\/div>\n<div class=\"half-2\">\n<p>So when you\u2019re settling a contract\u2026<\/p>\n<ul>\n<li>DO insist on reasonable requests, like a contract that makes your vendor liable for potential negligence on their part.<\/li>\n<li>DO ask your vendors if they have options for services that\u2019ll fit your clients\u2019 budgets.<\/li>\n<li>DO ask about how pricing is done to help your clients understand what they\u2019re paying for.<\/li>\n<li>DO ask about refund and cancellation policies. This is info your clients need to know in case anything happens down the line!<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<p>On the other hand, good vendor etiquette means that you\u2026<\/p>\n<ul>\n<li>DON\u2019T pit vendors against each other.<\/li>\n<li>DON\u2019T demand a discount.<\/li>\n<li>DON\u2019T encourage your clients to enter a contract unless they\u2019ve locked down what they want from the vendor. Your clients\u2019 expectations should be clear up front to avoid disappointments or unexpected costs.<\/li>\n<\/ul>\n<p><i>Pro tip:<\/i> Help out your vendors, your clients, and yourself by prepping vendors for consultations. Send details like the venue, date, color scheme, guest list size, or even online inspiration boards to your vendors before they meet your client. That way every <a href=\"https:\/\/blog.qceventplanning.com\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\/\" target=\"_blank\" rel=\"noopener noreferrer\">vendor consultation<\/a> starts with a clear focus!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Should_I_Tip\"><\/span>Should I Tip?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>While you\u2019re obviously not responsible for tipping your clients\u2019 vendors, you are expected to field questions for anything event-related. That includes tipping. This is especially true for weddings, since most of your clients will be first-time brides and grooms!<\/p>\n<p>So when is a tip expected? Well, a general rule of thumb is that if the vendor owns their business, you\u2019re usually not expected to tip (<i>usually<\/i>). If you\u2019re working with an employee, though, it\u2019s customary to give a little extra.<\/p>\n<p>Here\u2019s a more detailed breakdown of which vendors tend to expect tips:<\/p>\n<ul>\n<li><b>Hair stylist\/makeup artist:<\/b> Expected\u2014just like at a salon. <i>Tip 15-25% of total bill.<\/i><\/li>\n<li><b>Delivery and setup staff:<\/b> Expected. <i>Tip $5-15 per person.<\/i><\/li>\n<li><b>Wedding officiant:<\/b> A donation to the church, synagogue, or other institution of a religious officiant is expected. <i>Donate $100-200 to their institution.<\/i><\/li>\n<li><b>Musicians\/DJ:<\/b> Optional. <i>Tip $15-25 per musician or $30-150 for a DJ.<\/i><\/li>\n<li><b>Catering:<\/b> Expected. <i>Tip 15-20% of total bill divided between chefs and servers.<\/i><\/li>\n<li><b>Photographer\/videographer:<\/b> Only expected if they don\u2019t own the studio. <i>Tip $50-200 for lead photographers and $50-75 for secondary shooters.<\/i><\/li>\n<li><b>Florist:<\/b> Optional. <i>Tip 10-15% of total bill.<\/i><\/li>\n<li><b>Transportation:<\/b> Expected. <i>Tip 15-20% of total bill.<\/i><\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"395\" class=\"alignnone size-full wp-image-8482\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2016\/03\/shutterstock_235785982_ed.jpg\" alt=\"&quot;Tips&quot; bucket\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/03\/shutterstock_235785982_ed.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/03\/shutterstock_235785982_ed-300x176.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p><i>Pro Tip:<\/i> In some cases, tipping is so common that it\u2019s built right into your clients\u2019 contracts. Make sure your clients know whether their transportation or catering contracts already include gratuities to avoid tipping twice!<\/p>\n<p>And remember, tipping is meant to show your vendors that you appreciated their work. Aside from caterers and transportation, a tip is generally considered a nice surprise rather than a hard-and-fast requirement. If a vendor\u2019s service wasn\u2019t great, your clients aren\u2019t obligated to tip. On the other hand, your clients might decide to tip their florist, photographer, or even you for work that goes above and beyond.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Thank_You\"><\/span>Thank You!<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>This is super simple: <a href=\"https:\/\/blog.qceventplanning.com\/2016\/01\/after-the-wedding-heres-what-you-need-to-do-next\/\" target=\"_blank\" rel=\"noopener noreferrer\">thank your vendors<\/a> after the event! An email, handwritten card, social media shoutout, or positive online review are all awesome ways to show your appreciation.<\/p>\n<p>Vendor etiquette goes beyond thanking your colleagues for their exceptional service, though. A vendor who likes working with you will probably refer clients to you. Asking new clients how they found you helps you figure out your marketing strengths, but it also lets you catch any referrals. That way, you won\u2019t accidentally overlook a vendor who was thoughtful enough to pass a client your way!<\/p>\n<p>An email, card, or review are all nice thoughts for vendors who do good work, but sometimes you\u2019ll work with a professional who really wows you. When you run into work like this, sending your vendor a gift or taking them out for a meal shows how much you value their services. Plus, treating them to lunch helps you get to know each other better and build a stronger relationship!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Vendor_Slip-Ups\"><\/span>Vendor Slip-Ups<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>No event planner wants to deal with this, but hey, mistakes happen. Sometimes your vendors are going to mess up\u2014they\u2019re only human.<\/p>\n<div style=\"overflow: auto;\">\n<div class=\"half-1\">\n<p>If you have <a href=\"https:\/\/blog.qceventplanning.com\/2015\/08\/establishing-a-vendor-list\/\" target=\"_blank\" rel=\"noopener noreferrer\">good vendors<\/a>, dealing with mistakes gets a lot easier. There\u2019ll be fewer of them, for one! But more importantly, when a good vendor does mess up, they\u2019ll take responsibility for it. As well as apologizing to the client, vendors might reduce the client\u2019s bill or offer extra services free of charge. They\u2019ll also apologize to you, especially if you referred the client to them in the first place.<\/p>\n<p>But things can get tricky when clients complain about quality\u2014without an obvious slip-up on your vendor\u2019s end. Maybe your newlyweds didn\u2019t think the food was up to snuff. Maybe your corporate clients felt the catering staff wasn\u2019t very polite. Ending up as the mediator isn\u2019t fun, but the best way to handle it is just to stay honest and respectful when you\u2019re communicating with both the unhappy clients and the vendor.<\/p>\n<\/div>\n<div class=\"half-2\">\n<p><img loading=\"lazy\" decoding=\"async\" width=\"323\" height=\"472\" class=\"alignnone size-full wp-image-8485\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2016\/03\/shutterstock_356176763_ed.jpg\" alt=\"Unhappy bride with cake on her head\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/03\/shutterstock_356176763_ed.jpg 323w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/03\/shutterstock_356176763_ed-205x300.jpg 205w\" sizes=\"auto, (max-width: 323px) 100vw, 323px\" \/><\/p>\n<\/div>\n<\/div>\n<p>And remember, the vendors you work with can affect your business. Yes, mistakes do happen, but if you\u2019re consistently getting complaints from your clients about your usual florist, maybe it\u2019s time to move on.<\/p>\n<h3 align=\"center\"><i>Thinking of starting a career in wedding and event planning? Our <a href=\"https:\/\/www.qceventplanning.com\/online-event-courses\/#decision-guide\" target=\"_blank\" rel=\"noopener noreferrer\">course decision guide<\/a> can help you pick the path that\u2019s right for you!<\/i><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>A career in event planning comes with its own unspoken rules\u2014especially when it comes to vendor etiquette. Check out our guide to avoid any mistakes!<\/p>\n","protected":false},"author":8,"featured_media":18627,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[2,3,11],"tags":[],"ppma_author":[349],"class_list":["post-8476","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business","category-event-planning-tips","category-career"],"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>QC&#039;s Guide to Vendor Etiquette - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"A career in event planning comes with its own unspoken rules - especially when it comes to vendor etiquette. 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