Four Tips for Vendor Cooperation on Event Day

By Kevin Dennis, Fantasy Sound Event Services

Facilitating vendor cooperation on the event day doesn’t have to be an impossible task, especially if you apply these simple tips! Remember, the most key to vendor cooperation is attitude. If everyone involved in an event keeps the client’s best interests in mind and works towards success, even the most perilous of projects is more likely to succeed.

#1 Use a project management program or app
Sometimes important details go missing in long chains of emails. There are easy-to-use programs and apps to help manage teams working together remotely. Basecamp is a great web-based program that manages tasks and conversations with or without client participation (your choice). Or, choose from event industry options like Planning Pod, Aisle Planner or Plan the Day, depending on the type of event being managed. The key is to choose a program or app that is intuitive, affordable and easy-to-use, so that everyone stays organized from the start.

Photo Credit Don Mears Photography

#2 Create a master contact information document
Communication is key when coordinating with multiple contributors, both before and after an event. As soon as you begin working with a client, start a document where you can record details for each category of professional. Include company name, primary contact, phone number, email address and even the address and fax number in case you need to give more complete information for delivery or shipping purposes. Definitely request an event-day contact person and cell number, as the information may be different from the pre-event details.

#3 Meet on-site before the event day
One of the best ways to ensure that everyone is operating under the same assumptions and with the same information is to organize a group site visit and event walk-through. By running through the timeline together, you can identify any red flags and address them in advance, before they become problems. It’s better to take the time to hash out the details than to hope things will work out for the best.

Photo Credit Don Mears Photography

#4 Establish team leader for client communication
A strong leader and a mutual understanding of who is in charge is incredibly beneficial when running events. If your client has hired a planner, he or she is generally considered the point person for questions and concerns. If there is no planner, discuss with your client who is expected to manage the team’s movements for the day, and who should be consulted with concerns.

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Kevin Dennis

Kevin Dennis is the editor of WeddingIQ and the owner of Fantasy Sound Event Services, a full-service event company based in Livermore, California. Dennis is the past president for Silicon Valley NACE, and national vice president for WIPA.