It takes a village to pull off an event - as a planner you are likely dealing with multiple vendors such as your venue, audiovisual, florists, catering, the list goes on. Since those vendors end up being part of your event team, you want to make sure you vet them thoroughly and ask the right questions before hiring them. Asking the right questions upfront will end up saving you money, and hassle down the road. Be sure to ask these vital screening questions before hiring your vendors.
1. Who Is The Main Point Of Contact?
It’s important to know who you will be dealing with day today, and if that same person will be onsite at your event to help manage their tasks. If not - you’ll want to be sure to be put in touch with the person who will be on-site beforehand, and that they understand all of the details of your event and that the transition is smooth. Know how to reach them, when they are reachable, and who is in charge if they cannot be contacted during their normal hours.
2. How Far In Advance Do You Require The Event Details By?
It’s important to know what your vendor's timeline is and how far in advance they will need you to have information for them. Finding this out upfront will help establish expectations - and you won’t end up surprised when the vendor needs something two weeks earlier than you were anticipating. Vendors who don’t get what they need on time will often need to charge extra to expedite things so that it’s ready in time for your event.
Venue pick: One perfect way to ensure your party won’t clash with other events is to reserve an entire restaurant. Scout Oakhurst in Decatur, Georgia mixes a light atmosphere with historic charm and a menu that features locally sourced ingredients whenever possible. It’s a cheery venue with open spaces, lots of windows, and seating for up to 160, so all of your family and friends (and only your family and friends) can be there!
3. Are You Able To Provide Me A Quote?
It’s also important to find out upfront what an estimate for services will be, and what is included in those services. This helps you make sure that you understand what costs are included upfront, and if there are any additional fees you weren’t aware of, ect. Also ask them what the preferred method of payment is - some vendors will charge you a fee to pay with a credit card, so you’ll want to be sure you know when payments are due and how to pay them so that you can stay on time with payments.
4. What Is Your Cancellation Policy?
Events are unpredictable - you never know what will happen so you need to be prepared for any scenario - including having to cancel your event. Make sure you are aware of what your vendor cancellation policies are - and if any of your deposits are non-refundable. It’s also best to try and get a reschedule clause included in your vendor contract so that any non-refundable deposits can be applied to a future event.
5. Can You Share Customer Referrals?
If it’s a vendor you’ve never worked with before, it’s always a good idea to find out what past customers think of their service! You can do this by asking them to provide you with the contact information of a previous client - or see if they have any customer testimonials/reviews they are willing to share. Most vendors are actually happy to put you in touch with past clients - word of mouth is the best marketing tool!
6. What Is The Payment Schedule?
Some vendors will require just one deposit, some require payment upfront, some will ask to be paid once the job is completed! Make sure you are aware of the payment schedule your vendor has in place and when your deposits or payments are due. Some vendors can be flexible also, so if they need two large payments, but you’re more comfortable with four smaller ones, let them know!
This is by no means an exhaustive list, and you should have all of your questions written down to ask when you make calls and tour locations. These questions are often the ones that can cause the most hassle when not addressed properly, so don’t be shy in finding out the answers before you make a venue commitment.
It may also be helpful to check out the venue's FAQ or comments listed on their social media accounts, since profiles can answer many questions ahead of time, including parking, seating accommodations, and whether there will be outdoor space.
