Every major event is accompanied by an array of diverse vendors, with each of them offering their own unique services. Depending on what type of event you’re hosting, you’ll want your vendors to reflect and accommodate what it “needs and desires.”
Trying to figure out how to find the perfect vendor list can be difficult, however. You’ll have to find trustworthy and consistent vendors with which to work, and you’ll also have to make sure their services fit into the bigger picture.
We’ve detailed a quick guide below on how to find the best vendors in your area as well as the most common types of vendors that venues need.
Basics of Venue Hosting
Venue hosting can show up in dozens of different forms: you can host a high-profile banquet at a fancy restaurant, a casual get-together at your local pub, or a private room conference at a five-star hotel.
A venue needs more than just the guests, though. Having a wide array of interesting and convenient service providers can quickly make an otherwise boring event into a thoroughly memorable one.
The best way to go about preparing for venue hosting is by writing down a detailed list of preferred vendors you would like to include. This can be difficult, as one of the biggest challenges of hosting is sticking to your budget.
Here’s five steps on how to get through the vendor recruitment process:
- Figure out what sort of vendors you would like to include in your venue. Think about what you would need or appreciate if you were a guest and see if you can accommodate. Think outside the box!
- Gather a list of the best vendors in your area. A good average number to hit for a normal venue is around two or three, while larger venues might need as much as five or significantly more. Just consider Comic-Con, which has at least a hundred vendors!
- Meet the vendors after inspecting their reviews. Find out what sort of people they are and whether or not they are professionals. Write down the vendors that made the biggest impression on you on your “good list” and write off the others.
- Have a second meeting with everyone who succeeded the first phase of your test and let them in on the details of the event. See if they can comfortably understand and fit within the bigger scheme.
- Pick the best vendors out of the list. You might need to do this several times depending on the size of your venue or the availability of vendors in your area.
Having trouble figuring out what sort of vendors your event needs? Don’t worry. We’ve got that covered as well!
Most Common Vendor Types
The needs of an event wholly depends on its nature. A wedding reception is going to be vastly different from a corporate event. There are a handful of vendors that every venue needs, however.
Vendor Manager
Almost every event venue will have an on-hand manager that will help coordinate the details. This is a vendor that comes with the territory.
Food and Beverages
Any social gathering can benefit from food and drinks. Being able to eat while attending a venue is a luxury that cannot be underestimated. A full stomach can turn the grumpiest person into a beam of sunshine. You also have to ensure that you have the necessary manpower to clean up afterwards, though.
Furniture and Decor
You’ll need to discuss with a rental company in order to fill up your venue. Some venues already have furniture, and some catering businesses might also bring that benefit, although you might want to opt for a specific theme or ambiance.
Transportation
What often makes or breaks an event. It is widely considered that the success of an event can be determined by its location and how convenient it is to reach it. Hiring the services of a transportation company will assuage the worries of your guests and increase chances of them showing up.
Each Venue Is Different
This article is by no means exhaustive and only serves as a framework for expanding on your own planning style. Don’t feel as if you are restricted by what vendors venues traditionally go for and feel free to experiment depending on the nature of your event.
Worried about your event going wrong? Acquire a certificate of insurance for vendors and rest easy!
