Successful event planners have a vast network of industry professionals who help them flawlessly execute top events. While the event planner may be the conductor of this intricate dance, the coordinated vendors bring guests a symphony of experiences. Having close-knit relationships with key vendors gives successful NYC event planners an edge. Networking and cultivating these relationships are a must for long-term success. Vendor relationships require ongoing attention and work, so event planners must dedicate time and attention.
Communication
Open and transparent communication is a must for developing a strong relationship. To build vendor relationships, maintain communication with vendors that sets their expectations. Tell them the goals and potential challenges of an event. Sharing this information enables and empowers the vendor to perform their services better. Giving routine status updates helps the vendor feel informed and prepared for any unexpected developments. When vendors are kept up to date, they are better able to perform their duties.
Reliability
For a relationship to continue, there needs to be trust between the two parties. As an event planner, you look for vendors you can rely on. However, event planners must be reliable so that vendors can build trust in them. Reliability means consistently delivering on agreements and promises, sticking to agreed-upon schedules, and adhering to timelines. Be where you say you will be, making it easier for vendors to communicate during event setup and production. Respond promptly to communications from vendors. That way, you create reliability with vendors so they can reach out to you and get a response when they need it the most. Being reliable and trustworthy is important for building a brand’s reputation. Vendors will feel more confident in recommending the event planning services.
Give Value
For a relationship with any vendor to be successful, it must be mutually beneficial. While value is traded in contractual agreements, this doesn’t take the mutual benefits far enough to build a relationship. Look for ways to extend the relationship beyond contracts. Provide the vendor with additional benefits like referrals, testimonials, industry insights, or growth resources.
Prioritize the Relationship
Developing vendor relationships needs to be a priority for your efforts to be successful. Invest your time in the relationship. Focus on building genuine connections with your network by getting to know your vendors and their needs, goals, and challenges. Event planners can use this information to help the vendor beyond any contractual agreements. Doing this helps to build and strengthen the relationship. In addition, learning the vendor’s strengths and weaknesses can help utilize the vendor more effectively. By playing into the vendor’s strengths, you can showcase the vendor more effectively and create a better-quality event. Understanding the vendor’s weaknesses can help you during the event planning stages. You can strategically plan around the weakness to minimize the impact on your event.
Stay Flexible
Event planning can be unpredictable, so you need vendors who can adapt and overcome with you. When working with vendors, take a collaborative approach. Stay open to compromise to find a mutually beneficial solution for you and the vendor. If a vendor comes to you with a change in plan, stay open to hearing their proposal.
Express Gratitude
Recognizing the work your vendors put into making an event happen is important. People enjoy hearing that you acknowledge and appreciate their efforts. Simply saying “thank you” can go a long way. In addition to this, take time to celebrate milestones and significant achievements. Words and actions of gratitude help to strengthen and deepen your relationship with vendors. This also encourages the vendor to go above and beyond for future needs.
Build Relationships With Top Vendors
Cultivating thriving relationships with NYC’s top vendors required event planners to be more than just professional. By maintaining open communication, staying flexible, and consistently delivering on promises, event planners can foster closer and more collaborative vendor relationships. By creating laying relationships, event planners can accelerate their growth. There is no better place to connect with NYC’s top vendors than face-to-face at the Event Planner Expo. With hundreds of industry leaders in one place, you’ll have the opportunity to form valuable partnerships that can elevate your events.
Get tickets to the Event Planner Expo 2025 and connect with top New York City vendors over three high-energy days! It's where the best event production professionals come together to forge strategic relationships. And it's where you'll want to be if you plan to make 2025 your biggest year of events yet.
