The lifecycle of event planning - Part 3: Venue and Vendor Sourcing

We are now onto the phase where we know and understand our clients, we know the tools to accomplish their vision, and so the time begins to source vendors that can make it all happen. Dependent on the event format and client’s wish list, an event planner will be booking and managing everything from the venue to the DJ, catering, entertainment, sound, lighting, photography and interactive activations. With so many moving pieces, a quality team of vendors is absolutely crucial in putting on a high quality event.

The first booking, if possible, should be the venue as it sets the tone for the entire event. This also may determine your date (if flexible for the client) and may set a hard limit for guest count.

When searching for the perfect venue, there are a number of questions to ask to determine if the space works for the event. Venue type is an easy starting off point – does the client want a hotel, restaurant, or freestanding venue? From here, finding out what venues are available for the client’s event date, and then moving down the list of questions once you have determined the top venues of interest. Below we shared some recommended questions to ascertain if a venue will work for your event:

• Location: Is the venue located in an area that makes sense for the client? Easy to get to, safe, enjoyable neighborhood or centrally located to their office or hotel? Is there parking or valet?
• Inclusions: This is where a lot of venues win the business! Does the space come with any furniture, linens, in-house security, built-in AV? If the venue is priced right and also has inclusions that save your client potentially thousands of dollars, it may be a no-brainer. In the case of no inclusions, review their preferred vendor list and understand what outside vendors you can bring in, and if there is a fee associated.
• Timeframe: How long can you utilize the space? If you have a lot of activations and require a full day setup, will the venue charge you per hour or does it include all day access?
• Pricing: Often times, a client’s decision will come down to pricing, and additional costs they will incur on elements not included with the venue. Be sure they fully understand what is and is not included in the price. Dependent on what day of the week the event falls, you may be able to get a reduced fee.

Now we move onto all other event vendors!  Even though many planners have set vendors they prefer to work with, that vendor may not always be able to provide exactly what you need. You may also be working on an event outside of your home base and need to source vendors local to that market. Finding new vendors can sometimes be challenging as you don’t know their quality level, if pricing is fair based on the market, and if overall, they will be a good event partner. This is where a lot of research and references come in.

Do your due diligence and search for all vendors capable of providing the service you require. Reach out to the top three based on that research and see how they respond to you. Are their responses timely or are you repeatedly following up with them for quotes? Does their pricing seem reasonable according to the market? Ask to speak with previous clients to hear about how they work and/or if their product is high quality. Another helpful tip is to hone in as closely as possible on your exact needs, as early as possible. This will give the vendor a very clear understanding of what you are trying to accomplish and provide more realistic cost estimates up front. We all know that can be wishful thinking as special events are ever-evolving through the planning process.

The venue and vendors you partner with are paramount in pulling off a successful event!. Insure you are all on the same page up front and communicate well throughout the planning process. Pick them wisely and treat them well as you are all in this together with the same end goal.