Vendor Management

Your Vendor Team Makes or Breaks the Event

🔄 Recall from our timeline lesson that vendor contracts are on the critical path. They’re also where most of your budget goes. Managing vendors well is the difference between a seamless event and a series of small disasters.

The average medium-sized event uses 8-15 different vendors. A large event might coordinate 25 or more. Each vendor relationship requires research, evaluation, negotiation, contracting, ongoing communication, and day-of coordination.

AI transforms this from an overwhelming communication marathon into a systematic process.

The Vendor Categories

Know what you need before you start searching:

Critical vendors get booked first because they’re hardest to replace and have the longest lead times.

Step 1: Research and Shortlisting

For each vendor category, create a shortlist of 3-5 options.

AI research prompt:

“I need a [vendor type] for a [event type] with [number] guests on [date] in [city]. Budget for this vendor is approximately [amount]. Generate a list of questions I should ask potential vendors, red flags to watch for, and key contract terms to negotiate. Also suggest what to look for in their portfolio or references.”

Step 2: The RFP Process

A Request for Proposal ensures you get comparable quotes:

“Draft a professional RFP email for a [vendor type] for my [event type]. Include: event date, guest count, specific requirements, budget range (optional), timeline for decision, and request for references. Keep it concise but thorough.”

What to include in every RFP:

• Event date, time, and location
• Guest count and event type
• Specific service requirements
• Your timeline for making a decision
• Request for itemized quote (not just a total)
• Request for 2-3 references

✅ Quick Check: Why is an itemized quote better than a lump-sum quote? Think about how it helps you compare vendors and negotiate.

Step 3: Evaluating Proposals

When quotes come back, resist picking the cheapest. Use a weighted evaluation:

Vendor Scoring Matrix (rate each 1-5):

“I received proposals from 3 [vendor type] vendors. Here are the details: [paste key info from each]. Score each using this weighted criteria and recommend the best fit with reasoning.”

Step 4: Contract Review

Never sign a vendor contract without checking these elements:

AI contract review prompt:

“Review this vendor contract summary for my event: [paste key terms]. Identify potential issues, missing protections, and clauses I should negotiate. What happens if they cancel? What happens if I cancel? Are there hidden fees?”

Non-negotiable contract elements:

• Exact services included (itemized)
• Total cost with all fees listed
• Payment schedule and deposit terms
• Cancellation and refund policy
• Substitution policy (what if your specific photographer is sick?)
• Liability and insurance requirements
• Setup and teardown timing
• Contact person for day-of issues

Step 5: Ongoing Communication

Once vendors are contracted, communication becomes the challenge. Multiple vendors need different information at different times.

Create a vendor communication calendar:

“I have these vendors for my [date] event: [list vendors and their services]. Create a communication timeline showing what information each vendor needs and when. Include confirmation checkpoints at 1 month, 2 weeks, and 1 week before the event.”

Communication best practices:

• Confirm all verbal agreements in writing
• Send a detailed event brief to all vendors 2 weeks out
• Create a shared contact sheet so vendors can coordinate directly
• Designate one point of contact (you or a coordinator)

Step 6: Day-Of Coordination

The day of the event, vendor coordination needs to be precise:

Vendor arrival schedule:

“Create a day-of vendor coordination sheet for my event. Vendors: [list all vendors with services]. Event starts at [time]. Include arrival times, setup durations, key contacts, and specific instructions for each vendor.”

Handling Vendor Problems

Problems happen. How you handle them defines the event experience.

Common vendor issues and responses:

Exercise

For your event, complete these vendor management tasks:

1. List all vendor categories you need
2. Use AI to draft an RFP for your most critical vendor
3. Create a vendor scoring matrix
4. Generate a contract review checklist

Key Takeaways

• Book critical vendors first since they have the longest lead times and are hardest to replace
• Use RFPs to get comparable, itemized quotes from multiple vendors
• Score vendors using weighted criteria, not just price
• Review every contract for cancellation terms, inclusions, and hidden fees
• Maintain a communication calendar so no vendor gets forgotten
• Have backup plans for critical services

Up next: In the next lesson, we’ll dive into Event Promotion and Marketing to fill seats and build excitement.