Q&A Series: What questions to ask potential vendor partners
Every client with whom we work to plan their big day deserves the best partnerships when it comes to event vendors. Whether bella&fern steps into the planning process in the middle or at the very beginning, our goal is to ensure all questions are answered and a plan of action is created. For those clients with whom we do not begin the process of vendor selection, we are often told “I wish I had known what to ask!” While every vendor is different, we do recommend asking the following questions to ALL before making a selection:
How long have you been in business and how many events do you do per year?
Are you licensed and insured?
What is your payment structure and cancellation policy?
Do you have a back up plan in case of illness/emergency? Have you ever had to use it?
What additional fees might be incurred (service fees, travel, etc) and how are those handled?
How often will we meet to plan? When are decisions needed?
We also suggest category specific questions for each type of vendor. Here are some Q&A tips when screening your venue and catering choices. Additional tips for DJ, rentals, etc coming soon!
Venue:
How many people do you accommodate?
Do you have indoor and outdoor spaces? If so, what is the contingency plan for weather?
Do you have vendor restrictions?
What items are provided (tables, chairs, etc) and are these set up by the venue or the client?
How do you meet the technical needs of vendors?
Florist:
Do you have a signature design style?
Have you worked at my venue? If so, may I see photos?
What is the average spend by clients?
Do you offer additional items outside of florals (candles, décor, other rental items?)
What are you delivery and set-up fees?
Will you work with my cake designer to provide coordinating flowers for my cake?
Catering:
Do you specialize in any particular style of food?
What is the average price per person for your packages?
How do you handle tastings?
Do you have a minimum spend?
Do you provide linens, utensils, serving table décor etc?
What is the cut-off date for changes?
What is the ratio of service personnel to guests?
What set-up and tear-down tasks does your staff handle?