DDD Framework - Step 2: Vendor Selection

Welcome back to our progression through the stages of the DDD (stated 3-D) Framework. 

Last month we established the event design theme. Our next step, Vendor Selection, is the backbone to curating the event within the desired specifications. While we all want the very best, there is more to picking a vendor than 5-star reviews. Here are 5 tips for picking a vendor that is right for you.

Tip 1: Budget.

Know your budget before holding vendor interviews. There’s nothing more frustrating than falling in love with something or someone that is beyond reach. No matter what it is (e.g., food selection, flowers, invitations, venue, photography, etc.), the budget is going to dictate what is doable. Once the budget is set, then the goal is to find the very best vendors that your money can buy.

Tip 2: Specialty.

The vendor selected to provide a specific service is not interchangeable with others in the same field. Just as each event is uniquely personal, so are the vendors. Therefore, it’s key to match the vendor’s specialty to the style of your event.

Tip 3: Availability.

Industry experts are the most sought after and book quickly. Consequently, as a rule of thumb, select your event planner and venue first; and, then, hire the remaining vendors in the order of your personal priority. For example, if great music is a must, engage the entertainment early in the planning stage.

Tip 4: Interview.

Understand the services that each perspective vendor is offering and don’t be afraid to ask questions. Granted, it’s hard to know what to look for when filling all of the roles needed to successfully pull an event together; and, this is why the event planner is so important. At DDD, we accompany our clients to vendor meetings and provide a list of questions to start your conversations and keep you on track during the vendor interviews.

Tip 5: Chemistry.

As you interview possible suppliers, pay attention to your innermost thoughts. Do your personal styles mesh? Are you comfortable asking questions? Are you genuinely excited about the solution that is being offered? Have all of the obligations been placed in writing and mutually agreed?

While vendor selection is always our client’s final decision, at DDD, we offer suggestions that help to reduce the time required and uneasiness that is often encountered during this step. We help our clients avoid unnecessary pitfalls and ensure that the agreed services are what they really want.

Vendor selection can be overwhelming, but with a strategy and guidance from your NC event planner, it doesn’t have to be.  

Next month we will talk about Step 3: Establish a Cohesive Timeline. Stay tuned.