As you consider hiring vendors for your wedding or special event, think about this: nearly every detail about your day is going to be determined by how well your vendors do their jobs.

From food to the venue to entertainment to photography and videography, vendors are ultimately responsible for how your event turns out.

So how important are vendors for weddings and special events? In a word? Very.

Vendors are so important for a special event, in fact, that just one bad vendor could ruin the whole event. That doesn’t just portray the vendor in a poor light; it reflects poorly on you too.

So instead of everyone saying “Can you believe how fun Sally and Jim’s wedding was?!” they’ll be saying “Can you believe how terrible that DJ was?!”

That’s not how anyone wants guests talking after what was meant to be an incredible event. 

But don’t worry. We have you covered. In this post, we’re going to cover the types of vendors you might need, how to find potential vendors, some key questions to ask, and what potential vendors should provide to make sure you don’t end up with a vendor who is a dud…or anyone talking about the horrific salads.

WHAT SPECIAL EVENT VENDORS DO YOU NEED?

Depending on your event, you’ll need any number of vendors to ensure your wedding or big day goes off without a hitch. Assembling the right team is key, so do your due diligence to find those that fit with your vision.

Here are some vendors that you’ll need for nearly any event:

• Bartender(s)
• Band, DJ, or MC
• Caterer
• Event coordinator
• Event rentals and decor
• Florist
• Hotel and accommodations
• Transportation
• Photographer
• Printer and/or designer
• Venue coordinator
• Videographer

HOW TO FIND POTENTIAL VENDORS

So how do you find the right vendors for your special events? Here are a few helpful tips for where to start in your search.

• Ask for recommendations: Use the power of your network (friends, family, and colleagues) for recommendations on the vendors you need. Start with the people you know had a recent wedding or special event. Make note of vendors mentioned more than once and those with a glowing review.
  
• Go to Google: For a less biased recommendation – or if you aren’t getting ones you’d like, take your search to Google. Don’t forget to check out reviews and recommendations on the company’s website, Facebook page, and Google itself.
  
• Try wedding and event websites: Sites like The Knot abound in the wedding world. These special event sites include vendor directories depending on your location and include pricing information, along with photos, video, and reviews about the vendor.
  

KEY QUESTIONS TO ASK SPECIAL EVENT VENDORS

Not sure what to ask your vendors upon meeting with or talking to them? Here are some helpful (general) questions:

• Do you have my date available?
• Do you have a portfolio?
• What makes you different from other vendors?
• How many events do you do in one day?
• Do you have a minimum fee? Or deposit?
• Are there any additional fees?
• How do you communicate with clients?
• What is the process (if any) prior to the event?
• Have you worked with any of my other vendors before?
• Do you charge a travel fee for my venue?
• When is the last date to make changes to the guest headcount?
• What is your payment schedule?
• What is your cancellation policy?

WHAT POTENTIAL VENDORS SHOULD PROVIDE

Once you have a list narrowed down of which vendors you’d like to reach out to and have a conversation to get more information, ensure you ask for the following (if the vendor doesn’t provide it).

Much of the following will appear on a price sheet or proposal from the vendor:

• Cost and payment terms
• Full description of services
• Date(s) and time(s) for service
• Proof of insurance
• Responsibilities of you (the event host) and the vendor
• Vendor requirements (meal, electricity, water, etc.)

Event vendors should be your partner in making a wonderful, memorable event. Follow the tips above to find the vendors that align the best with your special event or wedding.

And for help with New England event rentals, give us a call at Sperry Tents Seacoast!