Coordinating vendors for smooth delivery and setup
Vendor logistics are critical—late or underprepared suppliers can derail an event. Centralize communications and provide detailed timelines and access instructions.
Vendor management steps:
- Create a vendor packet with site access, load-in schedules, parking, contacts, and power/internet details.
- Set clear delivery windows and designate loading docks and storage areas.
- Require proof of insurance and signed contracts with payment schedules and cancellation terms.
Onsite coordination:
- Hold a vendors’ briefing before load-in day or the morning of the event.
- Assign a vendor liaison who handles day-of questions and issues.
- Use a staging area for equipment checks and pre-assembly.
Contingency planning:
- Keep backup vendors or rental solutions for critical services like AV or catering.
- Prepare extra power strips, cables, and basic tools for quick fixes.
Post-event:
- Schedule coordinated load-out windows to prevent congestion.
- Reconcile invoices promptly and gather vendor feedback for future improvements.
Clear documentation, a single point of contact, and strict schedules minimize confusion and ensure vendors deliver as expected.