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Rock any party

Module 17

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17. Module 17: Maintaining supply chain

Table of Contents

17. Module 17: Maintaining supply chain .................................................................................................................. 1

17.1 Working with Vendors and Suppliers .................................................................................................. 2

17.2 Finding the right suppliers and vendors for your business ................................................................... 3

17.2.1 Types of party vendors and suppliers ............................................................................................. 3

17.2.2 Criteria for selecting vendors in your network ............................................................................... 6

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17.1 Working with Vendors and Suppliers

Vendors and suppliers in the party industry are those individuals who offer a third-party service that you, as

the primary party coordinator, do not directly offer to your clients. For instance, anything from a photographer,

florist, or caterer would be considered a third-party vendor, who, as a result of your vetting and hiring process,

is working for your client with you as the link between the two. Your clients will hire you to act on their best

interest in determining the best vendors and suppliers for their parties. Your job working with vendors begins

prior to clients hiring you for their events; instead, you should be establishing a core group of professional

vendors and suppliers to be a part of your working network.

These companies and individuals will share business with you, ultimately creating a positive working

relationship that benefits the parties of your clients. Throughout this module you will explore the types of

vendors you will interact with, how to choose the right fit for particular occasions, and the central structure to

a business agreement with vendors and suppliers.

What you’ll learn in this module:

Finding the right suppliers and vendors for your business

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17.2 Finding the right suppliers and vendors for your business

You’ve discovered the incredible benefits associated with having a working network of industry professionals

in your circle of contacts. In building a networking base, you will find that maintaining relationships with

other professionals in the party business who offer services different from your own to be a great benefit to

you. Finding the right suppliers and vendors to work with will help your business thrive, offering a shared

client base with one another and opportunities that may otherwise have not been available.

In order to create these meaningful, mutually beneficial working relationships, you will have to know the types

of people to look for and where to find them.

17.2.1 Types of party vendors and suppliers

food and catering services –chefs, bartenders, wait staff, bakeries and cake suppliers, and

baristas who will take the responsibility of feeding their delicious offerings to your client and

guests. Your job, in working with them, might entail menu planning, tastings, dietary restriction

assurances, and making sure the fare is of sufficient quality and in line with budget, theme, and

adds cohesiveness to the event.

entertainment and entertainers – it doesn’t matter if you are planning a child’s birthday party

or a bachelorette party for a soon-to-be-bride. There are an exceptional amount of possibilities for

entertainment and entertainers to supply their talents at an event. Included in the list of popular

types of entertainment are caricature artists, magicians, disc jockeys, clowns, animals for petting

zoos or pony rides, dancers (hip hop, Irish, belly, exotic, etc.), astrologists and fortune tellers,

comedians, henna and face painting artists, theatrical performers, musicians, public speakers,

master of ceremonies and many more.

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party rental and sale companies – in it’s most basic form, this can cover tables, chairs, linens,

china and serving ware, and tent rentals. On a larger scale, rental companies may offer very party-

specific items like favors, photo booths, chocolate fountains, confetti, and more. Even more

elaborate offerings like laser art machines, bouncy inflatables, fireworks, and carnival games

might be offered. Not all party rental and sale companies will offer the same pieces, which means

you should strive to make connections with several companies in your area in order to adapt to

the needs of a diverse client base.

photographers and videographers – a large commodity in the wedding industry, yet these

professionals are often requested for anything from birthday and anniversary parties to corporate

holiday events. Whatever the occasion, having several go-to choices for video and picture services

that offer traditional approaches and an alternative, innovative approach to capturing the moment.

flowers and balloons – add class with floral arrangements and festivity with the addition of

balloons, and you have a simple way of elevating the party factor. Work with these individuals to

bring the entire concept of each party to new heights.

decorations and other décor – from banners, signs, flags, candles, life size cutouts, centerpieces,

ice sculptures and other decorative details that add to the style, attitude, and mood of the

celebration, having relationships with creative individuals in the party field who specialize in

creating decorative items or renting out commonly requested pieces, you’ll be able to create

beauty and a natural flow to your clients’ parties.

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transportation services – shuttle and party buses, vans, car rentals, limousines, carriages,

helicopters or private planes, hayrides, classic antique style cars, or any other kind of shuttle or

transportation service that might be requested by a bride and groom or needed for a party attendee

should be included in your contact list for every type of customer.

Invitations and printing – to help your clients’ set the tone for the entire party, services such as

invitations, stationary, pamphlet printing, business itineraries and plans, and calligraphy talents

can be arranged with these vendors.

formalwear and accessories – it wouldn’t be a party without something fabulous to show up in.

Your clients will often request recommendations and assistance in every detail, down to the choice

of bridal and bridesmaids gowns, groom and usher tuxedos, prom dresses, uniforms, cocktail

attire, and accessories like shoes, jewelry, handbags, shape wear, and much, much more. Party

dresses, suits, tuxes, and overall attire for their occasion is one of the most requested party

assistance services, and having several bridal shops, designers, seamstresses and tailors, and

personal shopper choices on hand will help even your most indecisive clients find the perfect

outfit that will make them shine.

hair and makeup services – hair studios that specialize in event services like weddings, proms,

and formal events typically also offer makeup application. Having recommendations and contacts

in your network that specialize in this field is one more piece of the party puzzle you can manage

to facilitate for your clients.

Jewelers and other special occasion services – whether a couple needs to choose their wedding

bands or parents would like to have personally engraved favors at their child’s baptism party,

working with jewelers and other professionals who cater to the specialty and personalized service

needs like engraving, monogramming, or embroidery for personalized items will help you to steer

every event in the right direction. When it comes to choosing something personal like wedding

bands, your clients will appreciate your preparedness in having professional, quality jewelers on

hand that can attend to their every need in this life-long decision.

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17.2.2 Criteria for selecting vendors in your network

You are going to meet, work with, and interact with a wide range of vendors and suppliers during your career

as a party planner. Some of these people will be individuals whose work you have experienced first-hand at

events you both worked at or attended; other vendors will be people with great reputations whose work you

admire, and finally, other vendors will be the direct choice of your client, whom you have perhaps never

worked with and have no knowledge of

When a client has pre-determined that he or she would like to work with a specific vendor or service, such a

highly recommended photographer in the area or an entertainment service that captivated them from another

party they once attended.

If your client makes specific requests, it is your job to try your best to honor and reach out to and work with

those vendors with whom you may not have otherwise interacted with.

However, there will be many more times that clients come to you with no idea of what vendors they might

need or are interested in. Part of your job is to have a full range of options for them to choose from. Depending

on the event, the client, and the circumstance, the job may call for you to interview and hire the vendors, with

their event cost being built into your overall budget for the event.

Other times, you’ll refer the client to the vendor directly, and they will be in control of drawing up their own

contracts and agreements; yet, you will still work closely with the service to ensure a smooth, cohesive, and

desirable end result on party day.

Whichever way the vendors and suppliers are considered, interviewed, hired, and ultimately become part of

your event circle, you should strive to have clearly defined standards for choosing the people with whom you

choose to work and consider part of your vendor and supplier network.

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Here are some guidelines for you to consider when choosing the best people in the business to select for

collaborative party planning:

experience – years in business

reputation – from word-of-mouth, social media, and online reviews and testimonials

availability – ability to be consistently available for services

supply and demand – ability to stock and supply the items and services required when needed

flexibility – a “can do” and flexible attitude when changes must occur or details need to be

adjusted

knowledge – expertise in their specialty field, which lends itself to substantial ability to answer

inquiries and provide advice and recommendations that relate to their services

financial stability – and sustainability, limiting the possibility of going out of business or

faltering in their duties at the last minute

willingness to negotiate prices – offers a wide range of services at different price points

accessibility – the times and places they are willing to deliver and transport their goods and

services

terms of service – the specific terms of business and agreement procedures they include in

contractual agreements, and how their terms affect your profit and cash flow

customer service – at the highest level to both your client and to you as a professional colleague,

meaning they exhibit mutual respect, professionalism, enthusiasm, and an eagerness to please

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realistic expectations – like you, they offer realistic expectations and are confident and assertive

enough to let you know their limitations, directing you elsewhere where they do not think they

will succeed or help your event

willingness to provide referrals – allowing for you both to benefit in many business

opportunities; for instance, you might recommend a photographer to clients, and in turn the client

may mention your services as a party planner to his or her clients as a means of mutual respect

and advertising