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A PROGRAM OF THE U.S. CHAMBER OF COMMERCE FOUNDATION
 

IOM Blog

December 13, 2012

Building and Maintaining Relationships with Your Vendors

We all plan events in the industry, and in doing so, we interact with various vendors and personality types. Whether it be the band leader, hotel staff, restaurant owner, or caterer, building and maintaining healthy relationships with your vendors is key for a successful event. Probably the most important thing to remember is that although different paths are taken to get there, both you and your vendors are working towards the same end goal: a favorable outcome.

Listed below are a few things you should always keep in mind when working with your vendors.

Be up front with your expectations. People aren’t mind readers. If you expect the buffet to be set-up 30 minutes prior to the scheduled dinner time, then tell your caterer. Both parties will benefit in the end when expectations are clearly laid on the table in the beginning of the planning process.

Be available. It’s frustrating when you can’t get in touch with your key point person the day before the big golf tournament, right? Make sure you aren’t the one frustrating others! Always try to respond to email and voicemails within 24 hours, and even quicker when it’s right before the big event.

Be honest. If you’re unhappy with the service being provided to you, be sure to let your vendors know. You should also alert your vendors ahead of time if you anticipate things not going as planned on your end. Honesty builds trust, which leads to positive future interactions.

Be appreciative. A simple ‘thank you’ can go a long way. Always be sure to recognize when people go above and beyond. Superior customer service should be commended.

Be genuine. Just be yourself! It’s impossible to immediately click with every single personality type, but hopefully you’ll be able to build rapport throughout the process.

It’s no surprise that events don’t always go 100% as planned, but hopefully by putting the above into practice you’ll have an exceptional planning experience!

Avatar photo
Karyn K. MacRae, IOM, CAE, CMP
Director, Institute for Organization Management
U.S. Chamber of Commerce Foundation

Karyn MacRae has been with the U.S. Chamber Foundation’s Institute for Organization Management team since June of 2006. She currently works with Institute’s National Board of Trustees, five Boards of Regents, and Class Advisor volunteer groups, in addition to working on program logistics. Karyn received her Bachelor of Business Administration in hospitality and tourism management from James Madison University in 2006. She is a 2010 graduate of Institute for Organization Management and received her Certified Meeting Professional (CMP) credential in 2011 and her Certified Association Executive (CAE) credential in 2014.

Comments

  1. Anissa Starnes, IOM says

    December 14, 2012 at 5:42 pm

    Excellent Tips, Karyn!  Especially the "people aren't mind readers" part – I've been on both sides of the vendor/event planner roles and this is a big one.  Don't assume they know what you want.

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