How Should You Deal With Suppliers At Your Corporate Event?

Delivering a Corporate Event can be a huge undertaking and where the Corporate Event is on a big scale the Corporate Event Planner would be dealing with a large number of Suppliers.

Having to deal with several Suppliers can be problematic if not managed correctly, the Corporate Event Planner must communicate with each one throughout the process in the lead up the Corporate Event date and on the event date itself.

There are certain areas that should be considered when selecting and booking up a supplier so here are some points to think about

• Asking for an Expression of Interest from Corporate Event Suppliers

The first step that could be taken when considering Corporate Event Suppliers would be to note the different types of suppliers that you require and asking a number if they would be happy to submit and expression of interest, this could be directly to the suppliers or through the use of Lead Generation Websites or Professional Event Organisers.

To obtain an Expression Of Interest the supplier would need to be given some details of the event including an Event Brief covering the dates, times and expectations of the Corporate Event.

Through the Expression of Interest you would then be able to gain an understanding of the level of interest in your event and also the types of suppliers you would potentially be working with.

• Getting Quotes from Corporate Event Suppliers

Once you have identified the Corporate Event Suppliers you wish to work with you can then obtain quotes from each of these suppliers by outlining the requirements for your Corporate Event.

A time limit should be imposed on Suppliers for quotes to be submitted by a certain date this will give the opportunity to be able to consider the quotes and go through the booking process with sufficient time to organise details for the event.

It is advisable to gain quotes from more than one Supplier for each area of your event unless of course the Corporate Event Supplier is supplying goods or services within a very niche marketplace.

The purpose of having more than one quote is to make comparisons between Suppliers which will aid your decision making. There will be some areas that you cannot make comparisons for where there are different services being given but on the whole similar services should be comparable.

• How to Compare Corporate Event Suppliers

When looking at quotes for Corporate Event Suppliers you must consider the entire quote and the overall service or goods rather than just the bottom line figures and the total costs.

When comparing quotes you need to mind out for charges that might not be so obvious and is hidden in the terms and conditions. There could be similar services with differing items if you were looking at similar suppliers so ensure you read all quotes carefully and ask questions for anything you are not sure of or are not clear on.

There could be several types of charges for Event Suppliers which could include any of the following;

o Booking Charges

o An Equipment Hire Charge for the duration of the Event

o Staff Hire Charges

o Late Night or Additional Hours Charges

o Per Head Charges if there are Event Caterers for example

o Travel and Accommodation Costs

o Refundable Deposits to cover breakages

o Late Payment Charges

Be clear on how you will be making payment to your Corporate Event Suppliers who will all have their own Payment Terms, it may be they will be paid on invoice within 30 days or they might require a partial or full payment before the event day. 

Also check out their Payment Methods accepted whether that’s by Bank Transfer for BACS, CHAPs, PAYM, Credit Cards, Paypal or Cash.