In some cases, the planning of the event is the easy part
and the difficult part of the planning process comes when the event planner has
to find all of the items that they need to make the event a success. Finding the best suppliers to handle the
items that you need for an event can be a time consuming process, but it must
be done properly to ensure that you will have everything that you need on hand
before the event begins. There are several
steps that will need to be taken to ensure that the event will be able to occur
without having to rush out at the last minute to obtain something that should
have been delivered by a supplier to the event.
Step 1 – Create A Checklist For Event Items
The first step in finding good suppliers for the event is
having an accurate record of the things that will be needed for the event. This checklist should include everything that
is being purchased for the event down to the last detail and as the items arrive,
the corresponding record should be checked off of the checklist so that
everyone will know that the item is on hand.
This is especially helpful when the items are delivered to a central
location over the space of a couple of weeks or when multiple suppliers are
Step 2 – Approach suppliers. Talk, discuss , learn and think
No one knows it all. There are a lot of good vendors out
there that have years of accumulated knowledge and creativity. Do not shy away
from outsourcing your needs. Try to find and balance between your budget
constraints and what you are looking for. Use trade show suppliers like booth
attraction services , lighting
services and even things like aerial
Step 3 – Locate Reliable Suppliers
There are many different ways that an event planner can use
to find reliable suppliers to deliver the things that they will need for the
event. Some event planners talk with
others in the industry to find the best suppliers in their area. Others choose to use event supplier information
websites such as EventPlanner.com and AllTimeFavorites.com to find reliable
suppliers that have the items that they need.
There are also a number of review websites available on the internet
that will rate the different suppliers and allow their customers to post
positive or negative information about the services offered by the supplier.
Step 4 – Review Orders Before The Event Date
Prior to the event, the event planner should contact each of
the suppliers that are providing items for the event and double check that the
proper amount of each item will be delivered to the event venue or to the
proper place before the event occurs.
This will ensure that the suppliers all have the correct information and
any issues can be corrected before the date of the event. Having all of the supplies that are needed to
conduct your event is very important for having a successful event and ensuring
that you will have all of the items that you need for the event will lessen the
stress of the day.