I am a stickler for professionalism. I want words spelled correctly. I want grammar to be correct, and I want consistency throughout a document (Lord, I hope everything’s ok with this one!). When it comes to vendors, I keep a checklist handy with all their names on it and space for notes where I can evaluate their performance. It might seem time consuming, but it actually saves me a lot of time in the long run. When I know “Joe” didn’t do what he promised in a timely fashion, or in the alternative, did a stellar job all the way through, I make note of it. Just like evaluating your employees, there is something innately positive in evaluating outside service providers. You can also think of this as a way to help determine if your vendor is invested in your business relationship above and beyond the “terms” of any agreement, written or otherwise, and whether they are making the most of their opportunity to work with you.

1. Appointments Honored. This should go with out saying. We are all busy and have 1,001 things going on in our lives. If you can’t rely on your vendor to be there for an appointment that you made and confirmed, then you have to move on. Once or twice I can forgive, begrudgingly, however, any more than that, and my three strikes rule comes in to play. A missed appointment costs you time, which translates into money. You bill for your time one way or another, right? By the vendor not coming through for your meeting, you potentially missed out on income that you could have been making. You might say, “Well, I didn’t have anything lined up anyway,” but being a small business owner, we are always out there trying to make money – meeting people, creating proposals, working on our annual forecasts, setting goals (you are doing all of that aren’t you? See, that’s why you can’t afford to have flaky people around!)

2. Speed and Quality of Service. I am not a diva by any means. Well, okay, maybe a little bit, but when I am, I really don’t like myself for it. It’s much better to be professional, calm and cool under pressure. But I when I am working with a party rental agency or a staffing company, I want to know that my calls, emails, and faxes are dealt with promptly. My representative should know what they are talking about, and correctly fill out my order paperwork the first time around, legibly and accurately. I don’t want to have to take the time to start correcting their work and worry about mistakes that will end up costing me down the road. What if the person on the other end of the phone forgets to get a permit when they promised to do so? Your entire event can be shut down as a result.

3. Timely Deliveries. Bottom line, are my goods being delivered to the correct place at the appointed time? Timelines (within reason) must be kept to! If someone is running late, they need to call you. Make sure all of your vendors (and their drivers!) have the name and cell phone number of the person on site designated to receive the delivery. This is beyond imperative. I pad the timeline so we can set up everything without having to rush. But you know as well as I do that nothing ever goes as planned, so I stay on top of my vendors and start checking in with them once Cinderella is more than 10 minutes late. Can you imagine a party with no place to sit and no ice for the drinks? Having these things delivered 15 minutes before or after a party is set to begin is a sure fire way to lose a client or at the very least, bust a valve. Don’t work with people who are too loosey goosey with the time.

4. Contract Terms Adhered To. Seems simple enough. The contract calls for 100 chairs at $4.00 per chair. I don’t want to see a final bill that says 100 chairs at $4.25 per chair after the event is over. An agreement is an agreement (by the way, this goes for you too. You must honor your word. Mistakes happen so pony up and pay for them if you or your staff are the cause). You can’t pass on these costs to your client once all is signed off at a certain price. Because I know my vendors, I don’t have to go over the terms again and again, but believe me, when I first started out with them, I might have sounded like a broken record and they were perhaps, a bit annoyed with me, but I was prepared to pay that price. Once you start sending more business your vendor’s way, they should be more than happy to review anything you want as long as you communicate clearly, professionally and within a timely manner.

5. Crunch Mode Assistance. Every so often an emergency will come up that you don’t expect. (Actually, do you ever expect an emergency? I guess I kind of always expect emergencies, I just don’t know which ones are going to show up!) It is part of life and it is certainly part of the party planning experience. I look at my vendor relationships as partnerships. I would hope that they would be able to react to my needs when I call them. I certainly understand that not everything is possible and educating myself about their segment of the business really makes a big difference in reducing errors. If you’re not sure how far ahead your caterer needs the food count, your rental company needs to be advised of changes or your florist needs a deposit, ASK! Decide that you’re going to be in this business for the long hall and work with your vendors so that they love hearing from you.

6. That Little Bit More Than Necessary. This follows up on #5. Beyond “crunch mode assistance,” do my vendors do other things for me that make it easier for my company to conduct business? Do they call me with discounts and/or specials? Do they let me know when new products come in that are fresh and exciting or that they think my clientele would like? Will they hold the showroom open a bit later than normal so I can come by after my last appointment if I’m in a scramble to pull off a miracle? Have they referred my business? No company has to do these things, however, it would be very smart of them to do this. My vendors let me know that I am important to their business. They go above and beyond what I expect, and I truly appreciate it. Remember this is a two way relationship. If you make money, then they make money since you will be using them more. They rely on you as much as you do on them. Be grateful to them, show your appreciation (never underestimate the value of a personal note to say thank you. This really can’t happen enough.)

Leading Entertainment Expert, Entrepreneur, TV Personality, Coach, Author and Sought After Speaker, Marley Majcher is CEO of The Party Goddess! and publisher of the ezine, “How To Be A Party Goddess”. If you are ready to take your career or business to the next level, make more money and just be happier with your work life, then get your free tips on how to be a rockin’ event planner at www.howtobeapartygoddess.com

Thanks for reading!!

Angela Schrempf
Executive Wedding Planner
Sweet Occasions Bridal Consulting
www.sweetoccasionsbanff.com