The success of an event is more than just about having a great venue or a solid guest list — it also includes the quality vendors you bring on board! From catering to entertainment, vendors play a crucial role in shaping your attendee experience. But with so many options out there, how do you find the right ones? Our team is here to show you how to find and pick event vendors!

Types of vendors for events

Before we dive into how to find event vendors, let’s break down the types of event vendors you might need when planning an event.

• Catering services: Ensure your guests are well-fed with food and beverage options that fit your event’s style and budget.
• Audio/Visual (A/V) providers: Set the stage with sound systems, lighting, microphones, and projectors to ensure your programming and entertainment run smoothly.
• Photography and videography: Capture key moments and create content for social media and future promotional efforts.
• Floral designers: Elevate the ambiance of your venue with fresh floral arrangements and decorations.
• Entertainment providers: Book performers, DJs, or speakers to set the energy and keep your attendees engaged.
• Furniture and equipment rental: Secure essentials like chairs, tables, tents, and staging to create your ideal floor layout.
• Transportation services: Help your guests arrive comfortably with shuttles, buses, or valet services.
• Event security:  Hire experienced personnel to monitor your event’s safety and ensure it's a secure environment for all attendees.

How are vendors different from sponsors?

Vendors provide services in exchange for payment, whereas sponsors contribute funds, products, or services in exchange for brand exposure. However, sometimes a vendor can also be a sponsor by offering a discount or complimentary service in exchange for marketing opportunities at your event.

How to find vendors for an event

Now that we’ve covered the types of services your event might need, let’s get into the practical tips on how to find and pick the best event vendors!

1. Define your specific vendor needs first

First and foremost, create a list of the vendors you actually need and will plan to reach out to. Consider the size of your event, the number of attendees, your event theme, and attendees’ expectations. Your event budget should also be a primary factor — prioritize essential services while considering what extra expenses are worth it to elevate the experience. For example, a live artist painting scenes from your event could add a unique touch, or a specialty dessert station could create a memorable experience for attendees. Interactive experiences like photo booths or custom merchandise stations can also add an extra layer of fun!

2. Tap into your network

Referrals are extremely valuable when it comes to finding reliable vendors. As a solid place to start, ask fellow event organizers and venue managers for recommendations, since they often have a go-to list of trusted vendors. Reach out to past vendors you’ve worked with for referrals too. Join industry groups, local event vendor associations, or chamber of commerce groups to expand your connections. You also can’t go wrong with exploring Facebook Groups and LinkedIn for even more vendor recommendations in your industry.

3. Research and vet vendors thoroughly

Every vendor comes with its own unique strengths and weaknesses, so take the time to vet them properly. Read online reviews on Google, Yelp, and industry-specific forums. Review their portfolio to see if their past events align with your vision. Wanting to research even further? Ask for references from previous clients to hear about their experiences firsthand.

4. Attend local events & expos

Seeing vendors in action can help you make the right decision! Attend local live events similar to yours, observe the vendors working onsite, and learn firsthand how they operate. Take notes on their booth setups, product displays, and quality of service to assess if they’d perform well at your events too. If possible, you should also check out any industry expos and trade shows going on to network with tons of vendors in one place. 

5. Interview vendors like a pro

Once you’ve got your list of vendors, it’s time to schedule interviews with each of them to discuss the details. Key topics to ask them about include their availability on your event date, pricing, setup logistics, and cancellation policies. Ask questions about their experience with similar events and clarify what’s included in their contract. Most importantly, always get everything in writing to ensure there are clear expectations on pricing, deliverables, and responsibilities between you and your vendors.

6. Negotiate strategically 

Smart negotiation tactics can ensure you’re getting the best value from your vendors and stay within your event budget. When negotiating with prospective vendors, be upfront about your budget and compare their offer against what other vendors are offering you and what you understand of the industry rates. As another way to cut costs, ask for package deals or bundled services. You could also offer marketing exposure, such as social media shoutouts or branding opportunities, in exchange for discounts.

7. Plan for vendor backup options

Even the best-laid plans can take an unexpected turn, so it’s always a good idea to have backup vendors. Create a shortlist of alternative companies to contact in case any of your current vendors cancel. It’s also super important that you discuss any cancellation policies in your deals to hopefully avoid this from happening in the first place. Ideally, you want to partner with vendors who are transparent with you about their contingency plans, such as extra staff or backup equipment, to avoid any last-minute mishaps.

8. Build long-term vendor relationships

Building long-term relationships with high-quality vendors is essential! Start by setting clear, professional expectations so everyone’s on the same page right from the start. Then, treat your vendors like true partners. For example, share behind-the-scenes info about your event goals or challenges they can help solve. When they knock it out of the park, show your appreciation! Rebook them for future events and spread the word about their services to others in your network. You can also give back by offering testimonials about their company or sharing a glowing social media shoutout. These simple gestures not only help them grow their business but also ensure they stay excited to work with you year after year.

Sealing the deal 

Finding the right event vendors takes research, networking, and a little negotiation —  when done right, it makes a huge difference in the success of your event! Start early, vet thoroughly, and invest intentionally into your vendor relationships for smoother event planning down the line.

As a trusted ticketing vendor for over 20 years, thousands of events use TicketLeap to sell tickets online and manage their events, and get paid fast. By partnering with TicketLeap, you can easily sell tickets, manage registrations, and streamline your event planning process!