How to Chose the Right Vendors for Your Event

Event Planner Pittsburgh

The success of your event relies heavily on the vendors you hire for each of the services you need. One mistake from a vendor could negatively affect the event and the time the guests are having while potentially damaging your relationship with the other vendors.

The event planning process can be difficult, so at Encore Event Design, we put together a few helpful event planning tips to keep in mind for your next event:

Determine Your Needs

First, it is important to sit down and brainstorm what you want each vendor to provide the day of the event. It is important to have your needs from the vendor outlined clearly for them. This will make it easier for you to judge their proposal and will help the event run more smoothly with everyone working toward the same goal.

You can also ask vendors for recommendations and combine them with your own list of needs and expertise to get the best of both worlds. The recommendations a vendor provides you with also speaks to their knowledge and experience, so be sure to make note of that.

Use Multiple Resources

The best way to find out if a vendor is right for your event is to reach out to them directly. With so many results generated by Google, it would be a daunting task to reach out to all of them. To better refine your results, you can use resources such as Yelp, event industry blogs, and other sites that are related to events that can help you find the right vendor for your event.

You can also talk to existing vendors, coworkers, and other people in the event industry who may have recommendations.

Connect with the Vendor

To save time when approaching a vendor check to make sure they are available for your event and that they meet your requirements. In the initial conversation it is important to determine:

  • Can they handle everything in-house? Some vendors don’t have their own equipment or staff in-house, which could lead to them needing extra personnel or extra equipment causing them to markup costs on their services. This may not be an issue but choosing this vendor could cause you to lose money depending on your budget.
  • How reliable is their staff? Phone calls or face-to-case meetings are the best way to get to know potential vendors and the event crew that will be onsite. Make sure you speak to the people you will be working with to get a real feel for their professionalism, not just the salesperson.
  • What kind of work can they produce? Don’t just go off a glossy brochure or website information. When you talk to a vendor learn about what events they’ve done before and what type of clients they usually work with. You can also ask for client referrals to validate the information they give you.

Shop Around and Don’t Make Cost Your Bottom Line

Make sure you get quotes from multiple vendors to help gain an understanding of industry price standards. Even if you plan to use a specific vendor, multiple quotes from a variety of vendors will allow you to compare vendors now and for future events.

Don’t choose a vendor just based on price. If your budget is an issue, then you can work to find other areas to cut to save money and only hire the vendors that are necessary. Vendor performance will rely on how well performed, not just their cost.

It is also important to check the quoted prices are all-inclusive and there are no additional costs that could surprise you later.

Hire an Event Designer

Consider hiring a professional to help you with event design for your next Pittsburgh event. With a wide range of decoration and event planning services, Encore Event Design can take the stress out of planning your event. From centerpieces and linens to up lighting and balloons, Encore can help you create an event that is sure to impress your guests. With a staff of expert designers and event planners in Pittsburgh, Encore can take your event to the next level!