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Relationships are tricky. 

On one hand, you get to spend time with someone who cares about you. They believe in your potential, look past your flaws, and give support when you need it. 

On the other hand, they can be clingy, not reliable, or even worse, take your presence for granted (don’t you just hate that?).

This is why choosing the right vendors for your event is so important. 

Relationships are the perfect analogy for events – you have a common interest, an exchange of value, and both parties are in service to one another.  

So, who you choose to experience this with is critical.

You want vendors who share the qualities of the former, not the latter. 

Here are 5 tips on how to pick ‘em well.

Timing Matters

Don’t wait until the last minute to ask for the pretty girl’s number. Say something early
before someone else catches her attention. 

Likewise, many event coordinators wait too long to seek vendors. What they fail to
realize is that good vendors are booked often and can’t always squeeze your event into
their schedule at a moment’s notice.

Start seeking your vendor early so they can get a chance to clear their schedule and
accept your date request. You never know, it could lead to another one. 

Make Sure They Represent You Well

There’s nothing like an odd couple. They stand out like a sore thumb as soon as you see them and their interaction is just weird. 

When it comes to vendors, don’t be the odd couple. Find vendors that share your values and vision, ones you would be proud to take home to your “family.” 

Your vendor should be able to represent who you are when you are not available during the event. Make sure you’re comfortable with how they would do that.

Attitude Over Looks

Ladies love the bad guy. He’s carefree, handsome, and usually has a great
body. But, the good guy usually has a better attitude, is more creative, and actually cares
about who you are as a person. 

Events are not about what looks good on paper. They are about the experience
you want your audience to leave with and talk about long after it’s over. 

Choose the vendor that will be more pleasant to work with, someone who cares about
your event goals and will be dedicated to making it a memorable experience for all
attendees.  

Reputation Matters

SUITS character Harvey Specter once said, “Hustle until you no longer have to introduce
yourself.” Not all of your vendors may be well known, but someone should be able to
vouch for their work. 

Ask around. 

Read reviews and testimonials. 

Make sure you know who you’re getting in bed with – literally. 

They Need To Fit In With The Family

Remember when I said you should be able to bring your vendor home to your  “family”?
Well, that wasn’t only to assess their first impression. As in any relationship, if things
work out there are going to be more interactions and you need to know it won’t cause
friction because they’re around. 

Vendors need to fit in with your family, in this case, your other staff members. It’s not only awkward when they don’t, but it can also sabotage your event. 

Vet your vendors thoroughly to determine if their persona would compliment that of your already existing team.

Whether assessing a relationship or event, who you bring into your personal space is paramount to keeping your sense of self and sanity.

It’s not possible to know everything about vendors before you work with them, but you should also try not pick any random person from off the street. 

Timing, Representation, Attitude, Reputation, and Family Fit are just some of the ways to select the best vendor for your event. Whether you use these metrics or others, making informed decisions will greatly benefit you. Your event will be much better if you choose your vendors wisely.

Just like any business, a successful event requires a system. The quicker you understand the process to creating your magical events, the quicker you hit your success streak, get more clients and understand how to build a career in events.

Here’s a free event system guide to help plan your next event:

Develop Event Strategy: “What type of event are you planning?”

• Create event budget detailing expenses for venue, entertainment, catering, marketing, staffing and miscellaneous projections
• Create action plan for event detailing logistics for event timeline (i.e. 6 weeks for sponsorship, 2 weeks venue scouting  1 week vendor search, etc.)
• Create strategic partnership opportunities by identifying possible brand activations 
• Develop vendor management process:
  • Draft contracts if applicable
  • Set up corresponding email copy
  • Set up payment methods
• Monetize event by identifying additional revenue streams in each city (i.e. selling ads, selling vendor tables for companies in attendance, etc.)

Confirm Funding: “Who’s funding the event?”

• Analyze potential funding options and cash on hand  
• Seek sponsorship and/or outside investment if applicable

Confirm Venue: “Where is the best location for this event?”

• Research unique venue options within budget; try tools like Peerspace or  Airbnb 
• Confirm venue layout, AV needs; furniture needs; lighting needs; sound needs; parking information; wheelchair accessibility; setup and curfews
• Create emergency exit routes if applicable 

Confirm Vendors: “Who are your event partners?”

• Identify events needs (i.e. DJ, host, speakers, dance, catering  etc.) and book on Vendorspace
  • Example: Confirm catering including but not limited to food items, cutlery, delivery method, etc.  
  • Also confirm event staffing needs and/or volunteers for event day management
• Coordinate vendor delivery method  (i.e. picked up at what time, dropped off at what time, set up, etc.)
• Manage vendor communications pre, during and post-event (A new feature coming to Vendorspace next month!)

Create Event Brand Kit: “What does your event look like?

• Create event look and feel with an event logo from our event market
• Create flyers for each city, sponsorship deck, social media ad templates and event handouts (i.e. program booklet, way finder, etc.)  when applicable
• Create merchandise designs

Set Up Marketing Campaigns: “How will you automate event marketing?”

• Work with your marketing team to begin traditional marketing (i.e. street promotions, flyer distribution and social media blasts)
• Leverage social capital by partnering with brands that compliment the event for promotion
• Work with media outlets (i.e. radios, blogs, tvs, etc) to announce event
• Set up campaign content in email management system
• Schedule emails and social media content for event duration

Event Day Management: “How are you managing the event schedule?” 

• Manage day of logistics for the event; including but not limited to:
  • Set up
  • Decorations
  • AV Testing/Soundcheck
  • Delivery & Pick ups
  • Registration
  • Stage Management (control flow of show)
  • Breakdown
• Delegate above tasks to staff and volunteers

Post Event Management: “How do you keep in touch with attendees?”

• Thank you notes to participants and vendors to nurture long-term relationships
• Share event recap and photos with media outlets 

This system will give you a good foundation for building events. What else would you add to your event system?

If you’ve ever heard of The Art of Metanoia, then you know this woman has curated a special event that celebrates art and culture. We caught up with Auriella Oates, the founder of The Art of Metanoia to understand how she got started and what she’s learned along the way. Check it out here:

This year, The Art of Metanoia celebrates 3 years! To learn more about their upcoming events, visit their website at: https://www.theartofmetanoia.com/.

Events suck. Or at least that’s how I felt after planning a baby “Fyre Festival”. After 8 years of producing events, my first festival flopped and I lost everything.

First, let’s set the scene: I was a 25 year-old event producer with my own production company that I launched straight out of college. (another risky move, but we’ll save that for another day) By now, I had quite a few successful events & concerts under my belt. I’m all about challenging myself so it only made sense (in my mind) to raise the bar and do a festival.

I had become obsessed with Woodstock. Watched all the documentaries, lost footage, interviews…I just knew I was the chosen one to create a modern day woodstock. So I set out to change the game: I had the perfect theme, perfect venue, perfect price and perfect line up so by default, it should have been the perfect event right? Right…..

But that didn’t happen at all. It was more like this:

 

Well not as bad but still…not as great either from an event planner’s perspective. The Event Gods probably would have graded this an E for embarrassing.

After 2 years of recovering, I can finally come out of hibernation and share 8 lessons I learned:

Start small.

The dreams of recreating woodstock could have been traded in for a small mock event. Don’t get me wrong, we pulled over 2,000 people but in a venue that could hold over 10,000, it looked like ants on a farm. Smaller events are easier to manage, have a higher success rate, less expenses & less headache! Whether it’s your first event or first festival, start on the small scale so you can easily validate the idea and grow from there. Afterall, Coachella was once a small concept in someone’s mind that grew over the years.

Get more than enough sponsorship.

Cash rules everything around….us. (Don’t worry, I know the real lyrics) While I wish charm could pay some bills, it definitely doesn’t. Its cool to get a few supporters but the key to successful event planning is to spend other people’s money wisely. If you were only able to bag one sponsor, clap for yourself and postpone the event until you finish fundraising. Sure ticket sales can cover the rest of your expenses but it’s always best to walk into your event with all expenses paid so ticket sales are all profit. We were lucky to get a few supporters but quickly turned to investors when we saw we didn’t have enough money. Wrong move. Event sponsors exist for a reason. Find them & use them. No matter how long it takes, hustle for sponsorship. Lesson: Get more than enough sponsors and if you fall short, stop while you’re not ahead.

Find vendors that work with you and not for you.

There’s a very fine line between vendors and partners. Vendors are the key to any event so it’s extremely important you find quality vendors that understand the bigger picture. You don’t want to just hire a DJ, you want to work with them. What do they need to make this the greatest performance ever and in turn will thrill your audience? Don’t just sell vendor booths, identify and target vendors that your audience will love; work with them to make their stations interactive to boost sales and keep your audience talking long after the event. Don’t just focus on your event, focus on vendors too. I wish vendorspace were around during this time, to help identify quality vendors.

Align with those that believe in your mission.

This is a team effort…don’t let anyone tell you otherwise. From sponsors to venue to vendors, we are all in this together because everyone’s reputation is on the line. Have a meeting, or 7, and really layout your goals. Everyone plays a role in the success of your event, don’t let one person’s greed ruin it. We found ourselves partnering with people to add more “hype” to the event but not enough “value.” Wrong move #2. Our company was dedicated to creating cool events for social change (which will soon be resurrected), but people were more drawn to the ‘cool event’ than the ‘social change.’ Stick to your mission and find those [sponsors, entertainment, vendors, etc.] to ride with you.

Trust your gut.

It’s your vision. No one else really understands it like you do. If you’re not comfortable with something change it & always go with your intuition first. Good intentions bad decisions can easily be avoided by trusting your gut. There were plenty of signs that told me to throw in the towel but decisions were clouded by the momentum and success of our marketing. We had the streets buzzing only to regret ever opening those doors. We put way too much pressure on ourselves to make sure the event still happened.

Have a team….and trust them.

You will eliminate half the stress (well maybe not half but at least a quarter) if you simply get a team! We needed permits, staging, police, security, port-a-potties, lighting and the list goes on and on and on… and on. Your list may not be half as long but get people to help. People who know what they’re doingnot recruiting your friends (huge difference!) and allow them to do their jobs. It will alleviate a lot of unwanted chaos.

Don’t force it.

I know — “It must happen now.” But then again, it actually doesn’t have to. Sometimes it’s best to pivot even in mid motion. Never be afraid of change even if it means cancelling the day of. It may not be the most popular decision but you know best. If things are not flowing organically and there are too many roadblocks, maybe you should pull back and re-strategize but never feel that it has to happen. The world isn’t stopping today, you can host your event another day.

Get over it.

The unfortunate truth is shit happens. Just as with any business, sometimes you lose. The quicker you embrace failure, the better. Don’t sulk around counting your losses. You may be wasting time neglecting another great idea. Admit it, address it, accept it and move on. This failure led me to my new venture so I sincerely hope you fail faster than you soar.

This was the best, worst thing that ever happened to me. It was a game changer in my life and career. But as I look back, I wouldn’t change a thing. At least I had the opportunity to share 8 things I learned to stop you from going down the same path.

What are some things you learned from an embarrassing mistake or failure in your life?

So your co-worker just started playing her holiday playlist, and five minutes later you find out that you’re in charge of planning your job’s holiday party. Your only experience with planning parties was for your niece’s 2nd birthday. What do you do? Well, fear not, Vendorspace has you covered.

In three simple steps, you can plan your corporate party!

Step 1: Visit www.vendorspace.co

Step 2: Sign up as an event organizer.

Step 3: Search for your vendors.

Suggested vendors for a corporate party:

DJ:  You’re going to want great music to get the party started. Sure you can rely on your Tidal playlist, but there’s nothing like a good ole fashion hype man.

Caterer:  Good food can make or break your party. The rule of thumb is if there will be alcohol, then you should have food.

Photobooth:  Usually the purpose of a corporate party is to create a team bonding experience while also allowing everyone to feel more comfortable than usual. A photo booth helps to capture the experience while also sharing the fun on social media.

Planning a party for the holidays? Tag @joinvendorspace in your pics on social media!

July 2, 2018 

The world is full of unique vendors, especially Atlanta! Every week, we’ve decided to highlight some of our favorite vendors right here in the city. Doesn’t matter the size of your event, these are people you should know — they’ll definitely make your next event one to remember!

This week, we’re highlighting YummY’s Funnel Cakes. The fact that we don’t have to wait for a carnival to get our hands on these yummy treats makes them our favorite food truck right now! Check out our interview below:

What’s your name? What’s the name of your business?

My name is Keyania Richardson, I’m the owner of YummY’s Funnel Cakes Food Truck

 

When did you decide to become a full-time vendor?

I decided to become a full-time vendor in May of 2015

Name one thing you love about vending and one thing you hate about vending.

One thing I love about vending is having customers come to my window with so much excitement because they’re about to have something that they love. One thing I hate is the winter season when vending days slow down because of the weather.

What has been your favorite event so far?

My favorite event thus far has been the concerts at Cellaris Amphitheater at Lakewood. Not only did we get to serve 1000’s of customers, we got to hear some of my favorite artist preform.

What’s your dream event to vend at?

My dream event involves tons of happy people and music. Vending at an event like Coachella would be a dream!

Where can we find you? (website, social media, next event, etc.)

YummY’s Funnel Cakes Food Truck can be found at: yummysfunnelcakes.com or instagram.com/yummysfunnelcakes

For Booking: facebook.com/yummysfunnelcakes

You can find us at YOUR event, book us today!

Catch them around the city at an event near you! Trust me, you’ll thank us later!

Events can be expensive. When you’re aiming to please, there’s nothing you won’t consider for your guest experience. But the price that comes with it will make you think twice.

However, there is a way to be creative and save money. Here’s 3 hacks to try for your next event:

Cancel decorations and book an art vendor.

Traditional decorations are cute but you can elevate your event experience by working with an art vendor to transform your space into an art gallery. Strategically place pieces around the venue to give a high end vibe to your event. Best part, its a win-win situation. The vendor gets to display and sell their work.

Turn your buffet into tasting stations.

Let’s face it, a buffet or even plated dinners can be a waste sometimes. Skip the heavy 4-course meals and opt for small plates with samples from your favorite food vendors. You’ll literally cut your catering budget in half. (L-I-T-E-R-A-L-L-Y!)

Use “unavailable” space for your venue.

Dont tell them you heard it from us but it is possible to get really cheap space for your next event. With a little research, you’d be surprised to know you can rent abandoned warehouses or spaces for sale. Create a new ambiance for guests with a rustic, vintage vibe. If that doesn’t workout for you, try our friends at Peerspace for affordable venues. You can definitely save a buck or two with them as well.

What are some hacks you’ve tried that worked?