Event requires many types of vendors to successfully manage works. Know top 15 types of event vendors and what they do. Every event vendors have their own speciality in product and services.
Event is not a game of one man army. Definitely it
requires a good team to smoothly execute any of the events. It has internal and external teams. Internal team is the staff or workforce of any
event management company whereas external team are the vendors, suppliers and
other agencies who helps to provide the right material and right services at
right time.
Internal team includes the people working permanently or temporarily
at back office or does on-field work.
They manage the external team. On the other
hand, external team follows up with the internal team to get the
right orders and details for the events. Both team works parallely.
This team is an important part for any event
company’s success. Many people consider this external team as just a vendor and
not as an integral part of their business. This is not correct!
Every vendor has
their own importance according to their product and services. Company may have
the different vendors for the same product or services.
Event management companies can have their own
permanent external team or can do tie-ups with the vendors on contract basis. Having
own external team requires huge investments and maintenance.
Every company
can’t afford this, so only established company can have their own products and
services to satisfy their clients. On the contrary, other companies can have
permanent vendors and can achieve monopoly in terms of rates and services and
thus can enjoy a good amount of return.
Also changing vendors frequently or
regularly can put your company into danger. This can be a blunder for you and
your company which can be reflected into your overall business.
We have already discussed briefly on internal teams of event companies in our
other article.
SO
HERE LET’S GO THROUGH THE LIST OF VARIOUS EXTERNAL TEAMS/ VENDORS:
1- Decorator
Decorator provides you with all the fancy and decorative materials. This
includes several type of décor depending on type of events. No event is
completed without the help of decorator. Decoration can even turn a barren
place into a beautiful garden.
Example:
balloon, paper props, truss & pipe, fancy clothes, customized decorator,
wooden & metal props etc
2- Audio-visual
Audio –visual vendors provides the light and sound systems to the event field.
They ensure the best quality products and services. Audio-visual elements are
the prominent factor that can either make guests dance on the floor or can
force them to leave the venue.
It is very important to make sure the best
quality of delivered products and technical engineers.
Example:
Audio-Video engineer, VJ, DJ, light, sound, speakers etc.
3- Caterer
Who don’t love to try varieties of food on events? Yes, Caterer plays a crucial
role for foods& beverages of the guests and audience. It is believed that
everything can be compromised on events (at extreme conditions) but not the
food & taste.
Client always makes sure that they have chosen the right
caterer for their guests. '
Every caterer has their own specialty with food and
presentation. Also it is important for caterer to maintain a feasibility of
working from 50 guests to even 5000 or more guests.
Example:
caterers having speciality in Punjabi, gujarati, Mexican, Italian, continental dishes
etc and also they can be specialist in wedding, birthday party, concerts
catering, etc
4- Artists
Artist and celebrity are the most entertaining factor for any guests. Artists
can entertain a child of 3-4 years to an old age group of people. Thus
entertainment has no age barrier.
We have millions of artist across globe in
different form of arts and client can book any local, national or international
artist as per their need and budget.
Example:
anchor, dancer, choreographers, singer, sand artist, clay artist, instrumental
band, mimicry, magician, circus artist, caricature etc.
5- Fabricator
Generally fabricator is used for creating any unique and fancy design on wooden
and metal. There are various vendors available in markets who can provide you
the best design on various materials for your events.
It’s just a step away to
find them that suits well for your requirement.
Example:
CNC & other cutting, punching, folding, welding, shearing etc.
6- Florist
Flowers always add beauty to the décor. It spreads the message of simplicity
and love. Guest always feels the awe-inspiring fragrance & a great charm
all round the venue from various types of flowers.
Florist has a unique place in any of magnificent décor.
Example:
flower props, flower ornaments, flower jewellery, floral décor etc.
7- Photographer
Dressing up good for any occasion is not memorable until you capture them as
pictures to go through in future times. Without photographer you can’t make
your memories more memorable.
Today photographer provides the whole services of
cinematography which completes the whole package of photo-video on your events.
Example:
photo, video, drone, cinematography, pre-wedding shoots, product portfolio
shoots, fashion shoots etc.
8- Logistics
In any events, there is a necessary to move materials, manpower and guests from
one place to another. This comes under logistics head. It is mandatory that the
logistics team should be prompt and active in order to make every logistic at
right time and right place.
Whether it is a wedding, concert, movie premier
shows etc.
Example:
wedding guest logistics, material logistics, outstation logistics etc.
9- Designer
Today is an era of unique and customized demands. For this demand, event
companies have to hire some designers to create some exquisite design for their
clients.
A satisfied client can get an event company next 10 more clients so it
is essential to hire an appropriate designer keeping client’s choice in mind.
Example: wedding cards, couple logo, bride’s dress, stall designing, stage
layout etc.
10- Rental shops
Some vendor provides you artistic props and ideals
on rent to add more glamour and magnificence to your events. Many design todays
needs this type of products.
Example:
brass, aluminium props, kitchen sets for décor, wooden props, vintage cars,
vintage furniture etc.
11- Security
When it’s time for any concerts, exhibition, trade fair or royal weddings, security is must.
This service can be availed from security companies.
Example: bouncers, fencing, security guards, personal guard etc.
12- Technical
Without
power supply how can any event is possible. Before commencing any event it is required
to setup the power supply and recheck all the connections at rehearsal time.
This helps to prevent any uncertain disconnection, power cut, short circuit
etc.
Example:
generator, diesel, cables, wires, plug points etc.
13- Stationery & printer
Today importance of stationery is
getting fade. Technology has changed the working style of many people. But
still today some of the events need best stationery to add a marvelous look
into their events.
Example:
wedding stationeries, signage, cost sheets, doing paper work, office work,
making client’s budget, quotation, official letters, permission etc
14- Permission
Usually corporate and public events requires permission to run light, sounds,
even to book venues, to bring some artist, celebs etc. thus having a proper
vendor who can provide sound is must.
Example:
PPL
License, IPRS License, Excise License etc.
15- Housekeeping
Keeping the event site clean & hygienic is must for any event. It is
necessary to pre book housekeeping vendors for your site.
Example:
party plot, banquet, lawn cleaning etc.
16- Fireworks
Firework adds enthusiasm to the on-going moment whether it is a wedding sangeet
or baraat procession. It is grandly use for welcoming guest and to make some
important announcements. Fireworks are a part of celebration.
It is essential
to add some fireworks into your events.
Example:
cold pyro, confetti blast, crackers, paper ribbon blast, flower petal blast
etc.
17- Valet parking
Every logistics completes with proper valet
parking. Finding the right place and right drivers are essential to prevent the
venue chaos. It is a big responsibility.
Today various hotels, resorts,
properties of 2 star or above provides free valet parking facility as an addition
facility to make an ease for their guests.
Example:
skilled drivers, Valet cards, key cards, valet space etc required.
Apart from all this big vendors there are many small
but an integral vendors without whom events are incomplete like fumigation,
couple entry, hostess, welcoming girls, walkie-talkie supplier etc.
(Also read: History, size and growth of event management)
Some FAQ's
Q- Where can I find event
vendors?
If you are from non-event background, finding reliable vendor is crucial. You can go through the number of vendors from google search and ask for quotes. Get 3-4 quote for same services.
Also word of mouth is important in these service. Ask your relatives and friends if they had these services in past and how's the experience and who was the vendor.
If you are from event background, your event colleagues might have the sources of reliable event planners so ask them or you can get from other's events you manage and lastly google is the best source.
Q- What are the different
types of vendors?
Every event have their own required vendors. some of the common vendors are: decorator, audio-visual, florist, caterer, valet parking, designers, fireworks, photographer, housekeeping, choreographers, artists, security, fabricator etc.
Q- How do you choose a vendor
for an event?
While choosing vendors, some of the below mentioned steps has to be followed:
1- Get atleast 2-3 quotes of each services from different vendors.
2- Compare all quotes and don't just follow the rate cards.
3- Note about the quality, extra services, experience, reliability of that vendor.
4- If possible go to the warehouse of the vendor and inspect the quality of materials.
5- Set a meeting with the vendor, discuss on your planning and aim of event.
6- Choose the one which suits you more.
Q- What is vendor management
skills?
Vendor management is an art. No business is complete without any vendors. Vendor management mean a process of identifying the right vendor list for your business or requirements, getting quotations, comparing rates, qualities, extra services, selecting the right vendor, setting up meetings, works on negotiation contracts, managing relationships and making clear payment terms.
This article was helpful to provide a brief introduction about various types of vendors in event management. Before managing any event, it is necessary to understand about types of event vendors and their work.
If you want to add something into this article drop your thoughts in the comment box :)
4 comments
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ReplyExplained very well.
ReplyThank you so much.. stay tuned and connected for more articles..
ReplyThis was of great help and well explained.
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