0
Rock any party
Module 17
1
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
2
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
3
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.
4
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.
5
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.
6
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.
7
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
8
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