Organizing an event is no easy task because there are so many moving parts that all have to go just right. One important piece of event logistics is finding the perfect vendors for your event, because often they can spell the difference between a roaring success and disaster.
So here are a few things we’ve learned from working with countless event vendors over the years.
Start by looking for at least five vendors for your event. Compile a list of what you want from them. What you need from a florist will be different from what you need in a caterer, but there are some requirements that will be common to each of them.
- Are they professional?
- Do they have experience in your type of event?
- What type of insurance and safety procedures do they have in place?
- Do they have contingency plans in place for the unexpected?
- How will they handle communications with you during the planning stages?
- Do they meet your budget requirements?
Do your homework
Once you’ve narrowed down your list of event vendors, it’s time for the most important part: checking references. But don’t just search online for reviews, although that’s a necessary step.
Ask each vendor you’re considering to provide the names of at least three previous customers who held events like the one you’re planning. A vendor who’s only done weddings, for example, may not be a good fit for corporate meetings.
Ask each reference what they liked most about the vendor, if there was anything they didn’t like, and whether they’d hire that vendor again.
Are you compatible?
This may seem like a whimsical standard on which to judge a vendor. But unexpected problems will crop up with any event, and things will go inevitably go wrong.
When that happens, you need someone who’s easy to work with, whose ideas and values align with yours, and who—at least for the event’s duration—is on your side.
In addition, a vendor with whom you see eye-to-eye will be able to offer ideas you hadn’t thought of, and will be just as eager for a successful event as you are.
And when you’re selecting a venue for your event, don’t have to look any further than the Historic Alfred I. duPont Building in downtown Miami. It’s the perfect combination of location, atmosphere, and expertise in holding all types of events.