5 Tips for Working Better With Vendors

November 1, 2019

Event production is an incredibly diverse and creative field, bringing together many moving parts, each with their own requirements and needs. From efficiency and organization to keeping a cool head under pressure and expertly managing time, the list of skills needed to produce a seamless event — no matter how big or small — is long. At the core, it’s all about respect, Here are some of our top tips on how to work smarter with vendors to deliver the best events possible.

Be kind to everyone.

This one is pretty self explanatory, but something that is so important. Treat others the way you’d expect to be treated, no questions asked.

Understand their job.

When you are working with multiple vendors on an event, it’s important to take the time to ask important questions and understand what each of them needs to be successful. Offer support wherever it’s needed so everyone feels like they are set up for success.

Go the extra mile.

It’s the small things and details that matter most. It goes a long way to treat vendors as part of your team. For example, we make sure everyone is fed — AV techs don’t often get a break, so making sure they get lunch is important. We aim to leave the venue cleaner than we found it. Being in the business of hospitality, we should all extend courtesy not only to event attendees, but also the people working hard behind the scenes.

Overcommunicate.

Things move very fast in our industry and, with so many moving parts, items can fall through the cracks. Overcommunicate with vendors and make sure they have detailed event briefs in advance of the event. This ensures everyone feels confident, knowledgeable and has their game face on come event time.

Say thank you.

This might be the most important one. Verbally thanking people throughout the day is so important, but we’ve also made it a tradition in our company that after every event, we send handwritten thank-you notes from our entire team to each vendor. It’s a small gesture that goes a long way.

 

Add new comment

About text formats
Partner Voices
Partner Voices
NO WISH IS TOO BIG AT THE ORANGE COUNTY CONVENTION CENTER
Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact
Learn More