Regardless of the nature of the event you organize, you will be working with suppliers to help with preparations. If you are working on a birthday or anniversary celebration, you will need a caterer, florist, photographer, and others. Similarly, if you are working on a corporate event, you will need a caterer and a proper venue. For every event you plan, finding the right vendors is crucial because your decision can make or break the outcome of the event.
Choosing the suppliers like Singapore events company you work with has to be a carefully thought out decision. It is not always about finding the cheapest provider but finding the one who has skills and with whom you can work comfortably. By following the below steps, you can become more critical and intuitive in finding the suppliers to plan the perfect event for your clients.
Right Suppliers in Event Planning
1. Prepare a Masterfile
Before you contact vendors, start by creating a master file, where you outline the general suppliers you need like for audio visual system, as well as the corresponding budget for each. Once you start your search, update your file continuously to reflect each supplier you find, along with their contact information, rates, and other relevant information. When you talk with several different vendors, it’s hard to remember each one, so having a database will help you narrow down your decision.
2. Build Your Reputation
Although this step is more internal, it will still have an impact on the suppliers you find. As an event planner, not only you have to build your name for clients but also for your suppliers. Try to build a reputation where you are known for paying on time and being easy to work with. These points will give you a competitive advantage and entice suppliers to work with you.
3. Establish a Connection
Naturally, skills, track record, and reputation are all important traits to look for in a supplier. If you are working on a limited budget, then you should probably look for the cheapest provider. However, aside from technical abilities and rates, you should also see if you can establish a connection with the supplier.
One way to spot the right supplier is by aligning your values and seeing if you meet eye-to-eye in event-related matters. Doing this will give you an idea of how your work dynamic and relationship with each supplier may look like. This is extremely important to ensure you do not run into any problems halfway through planning.
4. Be Transparent
When communicating with suppliers, be transparent with what you need and expect, as well as your budget. Transparency is essential to build trust, which will help make a connection with the supplier. At the same time, by being truthful about essential matters, you do not run the risk of getting into any misunderstanding in the event preparations.
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5. Bring Them to the Venue
If you have already found a venue for your event and are looking for suppliers to do other preparations, you can conduct an ocular inspection with your prospective candidates. Bring your suppliers to your chosen venue and ask them what they think or how they envision their part in the event. This is also a great way to see if your ideas are aligned or whether you can get some new insights.