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How to Build a Subcontractor Dream Team

Published Date
Author Jessica Stewart

https://unsplash.com/photos/team-freestanding-letters-RxOrX1iW15A ALT Text: Image of the word Team in block letters.

Food. Entertainment. Walls and roof. For a jaw-dropping event, you need the best. And since you can’t boil an egg, much less carry a tune, and you don’t live in a Victorian Hotel with a rooftop terrace, you need to hire subcontractors to pull off a killer event. NYC event planners at the top of their game have a ready roster of subcontractors upon whom they rely. How can you enter this upper echelon of event planning wizardry and build your own subcontractor dream team? Read on, ye scholar of event planning. Read on. 

Be a Pro Other Pros Want to Work With

NYC’s best event vendors know their worth, and they’re not about to work with planners who aren’t up to snuff. 

Manage Your Reputation

Polish your website, and tighten up your social media presence. If you haven’t already, set up a brand management plan. 

    • Monitor brand mentions on social media and other places online.
    • Set up a system to ask customers for reviews.
    • Respond to all reviews. 
    • Create customer and post-event surveys.
    • Create content that puts you at the forefront of all things event planning. 
    • Be Outstanding

It goes without saying, but we’re going to say it anyway. Be a five-star event planner for every client and event, big or small. 

Have Integrity

It’s the simple things that cement your reputation as an event planner that top vendors want to work with. 

    • Be honest. 
    • Follow through. 
    • Treat others with respect. 

Scout Out the Best Subcontractors For You

Just because someone is considered the best caterer or event staffing company in NYC doesn’t mean they’re the best for you. 

Choose Event Vendors That Work in Your Niche

Event vendors that already work in your niche will know what to do right out of the gate. You won’t need to spend time onboarding them to the type of event you’re collaborating on. 

Ask Your Network for Recommendations

You’ve spent years building and nurturing a stellar network. Now use them to find stellar subcontractors that fly under the radar without a fancy-schmancy online presence. 

Thoroughly Research Potential Subcontractors

Sleuth potential subcontractors like they’re your next blind date. A blind date is just someone you might marry. An event vendor, on the other hand, will make or break your career. We know which one we think is more important. 

Verify the Important Stuff

By now, you’ve assembled a short list of potential members of your dream team to help you plan outstanding events. Protect yourself in the event something goes wrong. Because in event planning, something always goes wrong. Verify subcontractors you work with have: 

    • Liability Insurance
    • Required Licensing
    • Credentials
    • Contingency Plan
    • Health and Safety Measures 
    • References

Define Your Needs 

Having a vision is the key to any undertaking, including hiring event subcontractors. 

Create a Process for Hiring Subcontractors

Formalizing a workflow process for the most important tasks in your event planning business will prevent important details from slipping through the cracks, especially when it comes to partnering with subcontractors. 

Write a Request for Proposal (RFP)

An RFP spells out exactly what you need from your contractor. It provides details of the event and your requirements for vendors. Send an RFP to at least three contenders for each service so that you can make comparisons and make the best choice.

Lay a Strong Foundation for the Subcontractor Relationship

Even business relationships should be people-centric. Extend the same courtesies to subcontractors that you do to other relationships. 

    • Communicate promptly and clearly.
    • Don’t haggle over the price. If your budget is tight, be clear about your limit and ask what the event vendor can do for that price.
    • Follow and share their social media content. 
    • Pay promptly. 
    • Send tokens of appreciation, such as handwritten thank-you cards and holiday baskets. 

Find NYC’s Top Event Subcontractors at The Event Planner Expo

Build your team of event subcontractors faster than you can say “Journey tribute band.” Attend The Event Planner Expo 2026, where you’ll rub shoulders with Gotham’s top caterers, sponsors, venue reps, and more. Buy your tickets today.