How To Select the Right Vendors for your Team Building Event

Choosing the right vendors for events is essential to ensure a successful team celebration. Whether planning the activity solo or working with event planners, your vendor selection should reflect expertise in the event type, reliability, relevance, and compatibility with your team’s values and needs. Here are five tips for selecting vendors for your next work event.

Know What You Need

Your team-building event is taking shape, and you have already outlined the event details, have an approved budget, and are ready for execution. The next part of the process may include writing down specific event criteria, which will help you determine the needs of your team-building activity. Some questions to consider:

  • What type of event are you planning
  • Are you planning a large or small event? 
  • Will the team building activity be in-person, remote, or hybrid? 
  • What activities are you planning during the event? 

 

These questions will help you understand your ideal vendor’s qualities and skills. For instance, a remote team building event will require you to organize streaming service options and coordinate timings across multiple time zones.

Know What’s Important to You

The next step in identifying your ideal vendor is clarifying your event goals. Why is it important to host the event? 

While your event goals may be specific to your market, team-building activities foster a healthy workplace by creating a conducive environment for openness among employees, reducing stress levels, and promoting togetherness. 

Maintaining company values can also be an important factor to consider when seeking vendors. Do the vendor’s operational styles and values align with yours? Are vendors professional and responsive? What standards are non-negotiable for this type of collaboration? 

To narrow down your list, clarify what is important to you and the team.

Know What to Look For

While millions of vendors offer the services you seek, you may not have time to reach them all. To streamline your process, consider developing an ideal vendor profile to make your search more effective

Once you have defined your vendor profile, using specific keywords to target your search will ensure you get the most relevant information. Other resources that can help you along the way include:

  • Reading online reviews or testimonials
  • Researching the vendor’s website
  • Reviewing vendor ratings on reliable event industry blogs or sites
 

Reviewing a vendor’s history will help you find their unique selling points and specialties and will give you an idea of what to expect from them.

Know When to Ask for Help

Understandably, the list of available vendors and event logistics can be overwhelming. Don’t be afraid to ask for help when choosing vendors for your event.

While Google is a great place to start, you may be surprised by the resources you have at your fingertips, such as referrals from friends and colleagues. You can also search social media and ask for referrals at local events. In addition, platforms like Adà that provide pre-approved vendor lists can help streamline your vendor selection process. Adá pre-vets vendors for you, and allows you to review profiles, offerings, and specialty areas. Using our event planner template can also help simplify your event planning process.

Know When to Say No

Now that you have a shortlist of vendors, you can dive into granular details to make your final selection.

Pay attention to the vendors who communicate well and have a strong business ethos. This will allow you to weed out potential red flags during your selection process. Some of those red flags may include:

  • Vendors who promote information that cannot be verified
  • Vendors who communicate poorly
  • Vendors who are adamant about confirming your commitment without full disclosure
  • Vendors who are not organized and do not contribute to a streamlined process

 The ideal event vendor will be helpful, communicative, professional, and focused on keeping you happy.

Know Your Budget

Approaching vendors with a set budget will showcase your professionalism and guide you in the shortlisting process. Itemizing your budget will also play a role in planning a successful event. Your budget allocation may include event promotion and organization costs, contracting services, and facilitation fees.

It’s essential to weigh your options, review various quotes to compare rates, and make the best decision for your event

Remember that keeping your vendors happy goes a long way and forges the opportunity for long-term relationships. Maintaining strong business relationships with your vendors can also help you earn discounts for future engagements. Be sure to vet the vendors who align with your budget and organize introductory calls before making your final decision.

Finish off with a written agreement to protect your business relationship.

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