The Vendors by Charrisse Min Alliegro The date's been set, you've found a terrific site. Now you need to pull together a team of creative professionals to make your special event a reality. Where do you start? Sometimes your choices are limited or null: a reception site may require you to use their on-site caterer, or perhaps your company mandates that all graphic design be handled by the in-house corporate communications department. Or, you may find yourself in the opposite situation: not knowing anyone in the event planning business. The Yellow Pages and the surfing the Internet are valid options for developing a preliminary list of prospects, but don't stop there because printed listings are not exhaustive. Many talented vendors don't advertise, are located outside your geographic area and describe themselves in ways you may not expect (i.e., an "event decorator" as opposed to a florist). So don't be afraid to ask people whose tastes are simpatico with yours for their recommendations and keep your eyes open when you read the newspaper or flip through magazines. Event planning professionals in other fields are often goldmines of information. I often find terrific talent by chatting up restaurant maitre d's and hotel concierges. By getting first-hand referrals, you not only discover great vendors, but you also get the scoop about how these vendors really operate. For example, you'll learn who's a terrible procrastinator and who's a compulsive control freak. After all, anyone can post a great menu on a website or craft a nifty ad; you need to locate people who can actually deliver. The next step is to call the vendors on your list, ask if they are available on your date and find out whether they handle the type of affair you have in mind. Don't immediately set up meetings based on this initial call because you are still in the screening stage. Instead, fax to each vendor your basic specifications (time, date, size, description, general budget etc.) and request that they fax or mail you back their literature and an initial proposal. Pay close attention to how quickly and accurately the vendors respond, if at all. Obviously, it does not bode well if a vendor does not return your phone call and/or sends you literature for a completely different type of event than you described! And while a lavish, glossy brochure does not necessarily guarantee professionalism, a scribbled, sloppy response should certainly set off alarm bells. Now that you've narrowed down your choices even further, make appointments to meet with the vendors face-to-face. Interview them about their backgrounds, specialties and operating procedures. Find out about their operations and back-up contingencies. Chat with them about their favorite past events as well as their worst client experiences - you'll learn a lot. Does the vendor show you a portfolio, offer samples of morsels for you to taste, give you a tour of their facilities? Do they seem genuinely enthusiastic about working with you or do they appear to be on auto-pilot, delivering a canned sales spiel? Trust your instincts. Whereas a supercilious, famous vendor may not give you the time of day once the ink is dry on the contract, a newcomer with few but stellar references may knock themselves out to do a great job for you. If you don't feel comfortable with him/her from the outset, chances are your comfort level is not improve and the working relationship will be less than optimal. Don't forget to ask for references and be sure to check them out. Now comes the contract. It goes without saying that you should take your time to read it over carefully! Take note of clauses pertaining to "force majeur"or act of God clauses, substitution policies, indemnification and insurance requirements, overtime costs and payment schedules. Don't be afraid to ask questions and request adjustments if appropriate. While vendors never appreciate clients who "nickel and dime" them to death, they are usually open to candid, reasonable discussions about customizing a proposal to fit a client's needs. Make sure both you and your vendor initial all changes to the contract and that any subsequent changes are also documented in writing. Bear in mind that although catering and floral proposals typically outline the goods and services to be provided and require a deposit and a signature, they also allow for modifications. Usually you needn't be concerned about selecting your hors d'oeuvres and finalizing your linens at the contract signing stage and the proposals go through several iterations, so you don't need to worry these minutiae at this point. During the planning process, it's often a good idea to schedule periodic status meetings attended by all vendors so that everyone is in the loop. Document all discussions (e-mail is wonderful for this purpose). While you'll want be kept apprised at all times of everyone's progress, there's no reason why your vendors shouldn't talk directly with each other to coordinate specific details without bothering you, because micro-managing is just a waste of your time. You've hired great professionals, so trust them and let them do their job. Get to know your vendors' staffs and be sensitive to the fact that you are not their only client. And don't be guilty of failing to return phone calls yourself! If you've done your homework at the beginning, your team of vendors will make the planning process painless for you. back to ideas