140 | P a g e

Module 11: Working with Vendors and Suppliers Vendors and suppliers in the party industry are those individuals who offer a third-party service that

you, as the primary party coordinator, do not directly offer to your clients. For instance, anything from a

photographer, florist, or caterer would be considered a third-party vendor, who, as a result of your

vetting and hiring process, is working for your client with you as the link between the two. Your clients

will hire you to act on their best interest in determining the best vendors and suppliers for their parties.

Your job working with vendors begins prior to clients hiring you for their events; instead, you should be

establishing a core group of professional vendors and suppliers to be a part of your working network.

These companies and individuals will share business with you, ultimately creating a positive working

relationship that benefits the parties of your clients. Throughout this module you will explore the types

of vendors you will interact with, how to choose the right fit for particular occasions, and the central

structure to a business agreement with vendors and suppliers.

What you’ll learn in this module:

11.1 Finding the right suppliers and vendors for your business

11.2 Negotiating with vendors and suppliers

11.3 Building a business relationship

11.4 Using your suppliers and vendors effectively

141 | P a g e

11.1 Finding the right suppliers and vendors for your business

You’ve discovered the incredible benefits associated with having a working network of industry

professionals in your circle of contacts. In building a networking base, you will find that maintaining

relationships with other professionals in the party business who offer services different from your

own to be a great benefit to you. Finding the right suppliers and vendors to work with will help your

business thrive, offering a shared client base with one another and opportunities that may otherwise

have not been available.

In order to create these meaningful, mutually beneficial working relationships, you will have to know

the types of people to look for and where to find them.

11.1.1 Types of party vendors and suppliers

food and catering services –chefs, bartenders, wait staff, bakeries and cake suppliers, and baristas who

will take the responsibility of feeding their delicious offerings to your client and guests. Your job, in

working with them, might entail menu planning, tastings, dietary restriction assurances, and making

sure the fare is of sufficient quality and in line with budget, theme, and adds cohesiveness to the event.

entertainment and entertainers – it doesn’t matter if you are planning a child’s birthday party or a

bachelorette party for a soon-to-be-bride. There are an exceptional amount of possibilities for

entertainment and entertainers to supply their talents at an event. Included in the list of popular types

of entertainment are caricature artists, magicians, disc jockeys, clowns, animals for petting zoos or pony

rides, dancers (hip hop, Irish, belly, exotic, etc.), astrologists and fortune tellers, comedians, henna and

142 | P a g e

face painting artists, theatrical performers, musicians, public speakers, master of ceremonies and many

more.

party rental and sale companies – in it’s most basic form, this can cover tables, chairs, linens, china

and serving ware, and tent rentals. On a larger scale, rental companies may offer very party-specific

items like favors, photo booths, chocolate fountains, confetti, and more. Even more elaborate offerings

like laser art machines, bouncy inflatables, fireworks, and carnival games might be offered. Not all party

rental and sale companies will offer the same pieces, which means you should strive to make

connections with several companies in your area in order to adapt to the needs of a diverse client base.

photographers and videographers – a large commodity in the wedding industry, yet these

professionals are often requested for anything from birthday and anniversary parties to corporate

holiday events. Whatever the occasion, having several go-to choices for video and picture services that

offer traditional approaches and an alternative, innovative approach to capturing the moment.

flowers and balloons – add class with floral arrangements and festivity with the addition of balloons,

and you have a simple way of elevating the party factor. Work with these individuals to bring the entire

concept of each party to new heights.

decorations and other décor – from banners, signs, flags, candles, life size cutouts, centerpieces, ice

sculptures and other decorative details that add to the style, attitude, and mood of the celebration,

having relationships with creative individuals in the party field who specialize in creating decorative

items or renting out commonly requested pieces, you’ll be able to create beauty and a natural flow to

your clients’ parties.

143 | P a g e

transportation services – shuttle and party buses, vans, car rentals, limousines, carriages, helicopters

or private planes, hayrides, classic antique style cars, or any other kind of shuttle or transportation

service that might be requested by a bride and groom or needed for a party attendee should be included

in your contact list for every type of customer.

Invitations and printing – to help your clients’ set the tone for the entire party, services such as

invitations, stationary, pamphlet printing, business itineraries and plans, and calligraphy talents can

be arranged with these vendors.

formalwear and accessories – it wouldn’t be a party without something fabulous to show up in.

Your clients will often request recommendations and assistance in every detail, down to the choice

of bridal and bridesmaids gowns, groom and usher tuxedos, prom dresses, uniforms, cocktail attire,

and accessories like shoes, jewelry, handbags, shape wear, and much, much more. Party dresses,

suits, tuxes, and overall attire for their occasion is one of the most requested party assistance

services, and having several bridal shops, designers, seamstresses and tailors, and personal shopper

choices on hand will help even your most indecisive clients find the perfect outfit that will make

them shine.

hair and makeup services – hair studios that specialize in event services like weddings, proms,

and formal events typically also offer makeup application. Having recommendations and contacts in

your network that specialize in this field is one more piece of the party puzzle you can manage to

facilitate for your clients.

144 | P a g e

Jewelers and other special occasion services – whether a couple needs to choose their wedding

bands or parents would like to have personally engraved favors at their child’s baptism party,

working with jewelers and other professionals who cater to the specialty and personalized service

needs like engraving, monogramming, or embroidery for personalized items will help you to steer

every event in the right direction. When it comes to choosing something personal like wedding

bands, your clients will appreciate your preparedness in having professional, quality jewelers on

hand that can attend to their every need in this life-long decision.

11.1.2 Criteria for selecting vendors in your network

You are going to meet, work with, and interact with a wide range of vendors and suppliers during

your career as a party planner. Some of these people will be individuals whose work you have

experienced first-hand at events you both worked at or attended; other vendors will be people with

great reputations whose work you admire, and finally, other vendors will be the direct choice of your

client, whom you have perhaps never worked with and have no knowledge of.

When a client has pre-determined that he or she would like to work with a specific vendor or service,

such a highly recommended photographer in the area or an entertainment service that captivated them

from another party they once attended.

If your client makes specific requests, it is your job to try your best to honor and reach out to and work

with those vendors with whom you may not have otherwise interacted with.

However, there will be many more times that clients come to you with no idea of what vendors they

might need or are interested in. Part of your job is to have a full range of options for them to choose

145 | P a g e

from. Depending on the event, the client, and the circumstance, the job may call for you to interview and

hire the vendors, with their event cost being built into your overall budget for the event.

Other times, you’ll refer the client to the vendor directly, and they will be in control of drawing up their

own contracts and agreements; yet, you will still work closely with the service to ensure a smooth,

cohesive, and desirable end result on party day.

Whichever way the vendors and suppliers are considered, interviewed, hired, and ultimately become

part of your event circle, you should strive to have clearly defined standards for choosing the people

with whom you choose to work and consider part of your vendor and supplier network.

Here are some guidelines for you to consider when choosing the best people in the business to select for

collaborative party planning:

experience – years in business

reputation – from word-of-mouth, social media, and online reviews and testimonials

availability – ability to be consistently available for services

supply and demand – ability to stock and supply the items and services required when needed

flexibility – a “can do” and flexible attitude when changes must occur or details need to be adjusted

knowledge – expertise in their specialty field, which lends itself to substantial ability to answer

inquiries and provide advice and recommendations that relate to their services

financial stability – and sustainability, limiting the possibility of going out of business or faltering in

their duties at the last minute

146 | P a g e

willingness to negotiate prices – offers a wide range of services at different price points

accessibility – the times and places they are willing to deliver and transport their goods and

services

terms of service – the specific terms of business and agreement procedures they include in

contractual agreements, and how their terms affect your profit and cash flow

customer service – at the highest level to both your client and to you as a professional colleague,

meaning they exhibit mutual respect, professionalism, enthusiasm, and an eagerness to please

realistic expectations – like you, they offer realistic expectations and are confident and assertive

enough to let you know their limitations, directing you elsewhere where they do not think they will

succeed or help your event

willingness to provide referrals – allowing for you both to benefit in many business

opportunities; for instance, you might recommend a photographer to clients, and in turn the client

may mention your services as a party planner to his or her clients as a means of mutual respect and

advertising

147 | P a g e

11.2 Negotiating with vendors and suppliers

Even though you are dealing with your clients’ money to pay the vendor’s bill, you will want to make

sure that you and your client both are able to significantly benefit from any deals you make with

suppliers of any kind who are attached to their party. It is a delicate business strategy to be able to

estimate a budget for a particular service, and then work within that niche to find the best product for

the price.

When working with vendors and suppliers, you want to be sure that you, your client, and the supplier all

come out on top – for instance, your client is getting a great service for a reasonable cost, the supplier

and vendor is having an outlet to showcase their talents or products while making a sustainable living,

and you are able to make contacts within the party field while still turning a profit and pleasing your

customers.

With many people and details involved, contracts, agreements, and party arrangements can at times get

complicated. That’s why you should have standards that must be met when dealing with vendors. Your

goal is to be successful, throw a party that satisfies your client, and get a great deal out of your business

relationships. The key to all of these things is in the art of negotiation; lead with your intelligence,

professionalism, assertiveness, respectability, and proactive attitude to handle all terms with your third-

party suppliers.

148 | P a g e

Here are essential items to consider in negotiating with vendors and party suppliers:

research actual cost – if you do your homework and look into the actual cost of a service you require,

then it gives you some leverage in the negotiation arena. Just as you will be charging your client a service

fee, vendors will also have hourly rates, set up/break down fees, and service fees that will include taxes

and gratuities. In addition to labor and equipment, understanding the actual cost value of a service will

prepare you to negotiate a price that is reasonable for everyone involved. In contrast, if you enter a

negotiation or meeting with no concept of what a service might be costing the provider, you’re likely to

get steamrolled by exaggerated price points and overestimated services.

consider multiple providers – don’t put all your eggs in one vendor’s basket, to say the least.

Developing a network consists of having many individuals within your contact base with whom you can

work. If you’re looking for the perfect florist for your client’s wedding, don’t just go with the person or

company at the top of your vendor list. Listen to what your client needs and wants, and interview a

handful of floral providers and see how their ideas and prices flow with this particular event. Just

because a vendor or supplier doesn’t work out on one party doesn’t mean they might not be a desirable

candidate for another event you plan. In a professional network of working individuals, there is a mutual

understanding that each vendor won’t get the job every time; however, establishing continued contact

by reaching out to vendors who might fit the bill is a great way to know that your final choice is the right

one this time around.

get them to beat the competition – if you’re quoted prices that are above budget or on the higher end

of your client’s cost preference, consider getting the price quote for the highest quality service, then

letting the supplier know that a competitor quoted you a different, lower (but reasonable) price. Many

times suppliers will want to beat out their competition, and come down closer to your price points to do

so. Keep in mind, understanding that “within reason” is at the core of negotiations; you should never be

so unprofessional to expect the vendor to give away their products, services, or time for an insulting

price

149 | P a g e

focus on mutual gain – at the heart of a negotiation is the concept that both parties involved in the

agreement are coming out on top in one way or another. If a supplier isn’t budging on their price,

see if they can come down in another area of the agreement. For instance, maybe the deposit can be

at a lower amount, the payment deadline can be pushed back, or there is a discount of some kind

given for buying in bulk or signing on for another of their services. Discuss options with one another

to see how you can both mutually benefit from your contractual agreements.

150 | P a g e

pitch a desirable situation – whether it’s the type of party, the great clients, or what you can offer

them, catering to the desires and needs related to the success of the vendor or supplier will at times

give you the upper hand. Knowing their strengths and interests is beneficial in allowing you to be

confident about how well their services at this particular party will look good for them, whether it’s

in their portfolio, through creating awareness of their brand, or at a financial gain. Everyone wants

to hear why a particular situation is great for them. You don’t want to mislead vendors to get them

to negotiate terms, but you do want to play to their particular desires in order to peak their interest

and make them want to get on board with your event and become a part of your network.

11.3 Building a business relationship

Time, place, and personality are factors in building strong business relationships. Having party

professionals who are easily accessible to your location, having the opportunity to work with one

other on mutual events, and also getting the chance to relate on professional and personal issues

and topics and discern if your personalities compliment one another are all factors in building and

maintaining a strong working relationship.

As a professional party planner, here are some ways to connect with and build relationships with other

professionals in the party field, specifically vendors and suppliers:

join an association – becoming a part of a larger organization like the Event Planners Association (EPA)

for instance, will allow you to make connections via the web and in person during conventions. The EPA

will work to get new party planners in touch with like-minded professionals in their area whose services

they can use.

work events together – you are beginning a business in what happens to be a very social field. There

are a number of times that you will work parties or events that other vendors are also contracted to

work. Therefore, be vocal, social, and utilize the time to assess the work of vendors and party suppliers.

Exchange business cards or contact details and mutually agree to include one another on your reference

sheets for clients if their work is of a quality that you respect.

151 | P a g e

reach out to them directly – as you’ll come to know soon enough, event planners and people in the

party business become inundated with requests from clients and other professionals. Sending out mass

emails or group texts is not the way to a vendor’s heart. Direct emails, texts, messages, and calls directly

to your contact person at the business, and add a personalized reference to an event you both attended,

a client you both shared, or a party you both worked, as a polite reminder about who are. Keep

correspondence brief, but let them know you’re interested in catching up either over the phone or

face-to-face to discuss an opportunity with new or future clients. The person and company will

appreciate your personal approach as opposed to feeling like they are just one on a list of many vendors

you’re trying to lock down.

follow up and provide feedback or reviews – just as you will want to follow up with clients, you

should nurture the professional relationships you’ve built by providing meaningful feedback or post-

event meetings to decompress, review, and assess the outcomes. Keeping in touch with vendors and

suppliers is a great way for you both to stay relevant in one another’s minds while showing respect for

the work that was done.

152 | P a g e

celebrate their achievements – if you attended a knockout event that a vendor performed or catered,

or see a social media post that announces they have been voted “DJ of the year” in your area, reach out

with a mailed note, email, or social media shout out. Celebrating the success stories of the vendors and

suppliers and other party professionals you know and work with will show that you are a class act and

that you’re the type of person they want to have on their roster.

11.4 Using your suppliers and vendors effectively

It is a wonderful thing once you get a list of suppliers and vendors as your “go-to” people for

conducting business. However, having them as a resource goes a lot farther than simply being able

to refer their phone number to a client or to call them up and have a contract signed overnight.

Vendor relationships should be nourished, making it your job as a party planner to ensure that you

utilize their services and the people behind the service in an appropriate and worthwhile manner.

This module has explored some of the ways to reach out to, negotiate with, and build relationships

with suppliers and vendors. These are all ways that you can use them effectively, yet their use is not

limited to those narrow fields.

When building your network base and effectively utilizing the talents and services of other party

professionals, you should strive to do the following:

be clear and consistent – identify their responsibilities and your responsibilities in detail prior to and

during the contract agreement. Expectations are key, and allowing everyone to know where they stand

in the planning and party process will go a long way in allowing everyone to be efficient in their specific

tasks.

153 | P a g e

communicate and update – keep in communication with vendors and suppliers about event details like

timelines, pick up/drop off times, event itinerary, locations, other vendors or services involved, and any

changes that may arise. Communication contacts and updates on the event demonstrate a respect for the

person’s time and skills.

trust them – the worst thing you can do is try to micromanage other professionals like vendors and

suppliers. While you will need them to make good on their end of the agreement, remember that

friendly reminders or light-hearted inquiries will land more delicately than a constant need to check in

for updates.

keep notes – whether it’s in your computer filing system, a traditional filing system, or your rolodex,

keeping notes of the strengths, weaknesses, and overall experience working with particular suppliers

and vendors can help to inform you better for parties in the future. Be sure notes are confidential, where

no one else’s’ eyes have access to the information and update immediately after correspondence or

engagements in order to draw from experience and best guide your partnerships down the road.