Exploring Vendor Relations

In this post we're going to to get real about our relationships. Before you think we've changed our focus here at GovEvents, this post is focused on the relationships with the vendors who make events happen. This vendor group includes hotels and other venues, catering companies, AV services and product companies, as well as transportation and logistics partners, and photographers to name a few.

A great vendor relationship is worth its weight in gold. Having a great relationship with all vendors involved in an event has benefits for attendees and planners.[Tweet "A great vendor relationship is worth its weight in gold. #GovEventsBlog"] Attendees get a seamless experience and the event planner or  host can feel a sense of calm even during the mad rush leading up to the event. But how do you cultivate long-term relationships and how do you get off on the right foot?

We've pulled together some tips to help you reach that relationship nirvana that results in smooth event production.[Tweet "Tips to reach that relationship nirvana with event vendors. #GovEventsBlog"]

• Communicate changes - Make sure everyone involved is looped into changes to the event. While it may seem obvious to tell your caterer and venue that your attendee numbers have increased, make sure you also tell your photographer and AV team. More people may mean bringing an extra set of hands for the photographer or it may mean a change in how the video and sound need to be set up.
• Get vendors linked with one another - As part of communicating changes with the whole team, use this group communication as an opportunity to help introduce vendors to one another.[Tweet "TIP: Get vendors linked with one another prior to the event. #GovEventsBlog"] Help them make connections for future work through you. They will appreciate the easy networking. At GovEvents, we launched a resource center that allows vendors we know to promote their offerings to planners, attendees, and other vendors.
• R-E-S-P-E-C-T - Respect the expertise of each vendor. While you may have an idea or vision for how something should look or run, take a step back and listen to vendor concerns. Their deep, specialized experience brings with it lessons learned that generalized event planners may not have visibility into. Even if you decide not to take their advice, hearing them out and acknowledging their misgivings will go a long way in building trust.
• Debrief - After the event hold a meeting or call to debrief your vendors. Use this time to find out what they think worked well and what was a challenge on their end. Hearing this perspective can help in streamlining planning or deciding on changes that need to made for future events.

We'd love to hear your thoughts on what makes a great vendor relationship for events. Looking to connect with new vendors? Visit GovEvents and check out all the exhibitor and sponsor opportunities.