DDD Framework: Step 4 – Communicate with and Coordinate Vendors

If you have been following the blogs over the last few months, it should be apparent that there are many moving parts to curating a memorable event. But there is one very key part of every event, and that is the vendors. They are so important that we talked about them in step 2 and are discussing them again.

For the smallest of affairs, it takes a minimum of five (5) vendors to bring the event to fruition. Now, think about the number of calls, emails, and texts that are required for each. Also, think about the amount of time required to ensure that everyone is on the same page both before and during the actual event. Lastly, consider doing all of this work yourself in addition to all of your other responsibilities. If this feels a bit overwhelming, then you fully understand why it is so necessary to hire an event planner.

Step 4 of the DDD Framework is Communicate with and Coordinate Vendors. Since the planner knows and understands the big picture, (s)he is the linchpin that holds the entire affair together. It is the planner’s responsibility to communicate with each vendor prior to the event day to ensure that everyone clearly understands their duties and the timeline. Then, during the actual event, the planner is the single point of contact and your eyes, ears, and mouthpiece.  

As you can see, communication between the vendors is paramount. It’s a synchronized effort where the planner is the team caption.

Now that we have gone through all of the planning duties, the final and fifth step, which we will talk about next month, is Plan Execution.