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Tips for Venues Coordinating an Event Team

The days leading up to an event are filled with hectic preparations, nervous clients and a slew of vendors trying to get everything just right for go-time. All of these moving parts work together to create a cohesive unit that relies on functionality and teamwork to be a success. Coordinating a good team can have its challenges, but with the right systems in place, you can easily get everyone on the same page.  Here are some suggestions to help you make it happen.

Don’t wait, reach out
It’s never too early to establish communication with your creative partners. As soon as you receive the list from the couple, go ahead and reach out to introduce yourself to those you don’t kno, and say a quick hello to those you do. This is the time to ask for any of the information you want ahead of time, as well as sending out your Vendor Agreement Policy and Rules of Conduct. This will help answer any questions about arrival times, insurance, pickup, etc. 

Photo credit Mike B Photography

Consistent communication
Like so many areas of life, good communication is the key to success. Once you’ve reached out to everyone, determine a preferred method for team communication and set up a system to accommodate it. If you can, go ahead and set up any meetings ahead of time so that no one’s schedules get in the way down the road. These systems will make it much easier to distribute documents, receive materials and keep everyone up-to-date throughout the planning process.  

Do a walkthrough
Walkthroughs are not just for couples; they can also be very beneficial to vendors who are unfamiliar with the property. Allowing them to tour the grounds lets them get a better idea of how everything will look at the event, as well as get many questions answered ahead of time. That way they won’t slow anyone down on the day of the event. 

Photo credit Sunshower Photography

Stay in touch
Once the event is over, we always recommend getting back in touch with your creative partners to thank them for their hard work and ask them for feedback. How was working with your venue? What went well? What could use improvement? Their insight can be invaluable to your business regarding your services and client experience.

Every event is a team effort, and by using these tips to create a collaborative atmosphere, you’ll have no problem throwing one successful event after another. 

Heather Jones

Catering Sales Director

Heather Jones is the Catering Sales Director for Wente Vineyards, a family-owned property that is home to a winery and vineyards, a golf course, restaurant, and a handful of unique facilities for hosting weddings and special events.