Imagine planning a huge event on your own? Planning a small event is stressful already. That is why many resort to finding vendors to help take some of the load off. While looking for the right vendors might take some of your time, it will be worth it at the end.
Avoiding cancellations is not so easy, but if you follow the tips we are going to give you in this article, you will achieve the best results.
We have heard of some tragedies happening for choosing the wrong vendors because they didnโt take the time to compare other options. Some tragedies such as canceling events last minute. Or worse just not showing up at all. There are some things to know before choosing the right vendors.
But before delving into the matter it is important to understand that to a large extent, the success of an event is measured by the quality of the suppliers that we involve in the entire process. As mentioned at the beginning, there are many details to take into account when organizing an event and there are too many details to take into account.
Thinking about food, drinks, entertainment, details from the largest to the smallest, become much easier to handle if you have the support of the best vendors in the market, since without a doubt this will avoid in largely any kind of cancellation or unexpected that you may present along the way.
Let’s talk about getting canceled
Getting canceled is probably the most stressful thing that can happen right before your event. You have been depending on this company since you booked them to deliver the services agreed on. When they cancel at the last minute, it’s like a slap in the face. It is so stressful because you did not just gain another load of things to do, but also you will lose a lot of time trying to find a replacement.
What to consider when a company cancels last minute…
- It’s time to quickly find a new replacement since your event is right around the corner! Keep in mind finding a new replacement wonโt be so easy.
- A Lot of great companies get booked way in advance. Therefore, you might have to consider taking care of it on your own.
- If you did find an available vendor, expect to pay more. Last minute events are usually pricier.
How to Prevent vendors from canceling
Firstly, research research research honey!! Please, take your time in finding the right vendors that will fit your event needs. It will probably be the most important part in the planning process. You can check their social media to see their past works. Check out their reviews to see any past wrongdoings, or possibly any past praises to boost your confidence towards them. Give them a call. Based on their response and customer service they provide to you, you can get a gist on how things will turn.
Contract
Have a contract that details the services that will be provided or any agreements made. This is crucial in reserving any type of service. So if anything is not what you expected, you can go back and check the contract.
Deposit
After you make your decision, leave a small deposit to ensure you will reserve their services for your event. Also known as โsave the date depositโ. However, do not leave a big deposit. This might be a bad idea because if anything goes wrong it will be hard to get your deposit back. Up to 20% or a few hundreds should be safe enough for you and the vendor. Also, a small deposit wonโt be too painful losing if anything goes wrong.
Keep in touch
The vendor should get in touch with you once your event gets near, but this may not be the case sometimes. So if you did reserve services months away, you should write them an email to remind them of your event. This isnโt super crucial, but a friendly reminder never hurt no one.
Company and Client Communication
A great company will always try to stay in communication with their clients. It is important to follow up with the client for any special details leading up to their event. However, there are some companies that will not do that. Especially after receiving the down deposit they will start to lose interest in the communication part. Some might even ghost their clients completely. These situations are actually common and people need to be more careful in who they are choosing. A great way to check is giving them a friendly reminder of your event. So if you do end up reaching out, and you get no response back from them, then it might be time to freak out. Atleast, you know and you can save some time and stress in finding a new replacement. Not to mention, It is better to deal with them later, after your successful event.
Questions and Answers
Although by logic, getting the best vendors is undoubtedly a little more expensive, in the end making that investment will be much more beneficial than if you organize your event with vendors that in the end will look bad or are not able to comply. with what they promised, just to save themselves paying a few more dollars.
Having the best vendors will save us a lot of headaches when organizing an event, since they are generally experts in what they do and have extensive knowledge of everything that should and should not be done, achieving this way to completely avoid a last minute cancellation.
There are many ways of doing it. To begin with, it is important to hire the best vendors, this is key when it comes to achieving the success of the event and avoiding a cancellation in advance, but there are also other factors that can help prevent this from happening, such as maintaining communication direct between the client and the company, check contracts, make deposits, among others.
In the market you will find a large number of vendors promoting themselves on social networks, the internet or anywhere else and especially if you live in a big city like LA or NY. The truth is that among all these options, the offers will vary in price and in the various options they offer as well as the comforts they provide to the customer.
However, you have to pay special attention to the experience of the vendors, if they have good references and if they have been successful in most of the events they have been part of, this is vital to make a decision.
You have heard the saying “Cheap is expensive” well, that applies to absolutely everything. The truth is that the prices of the vendors will vary thanks to a lot of factors, including the experience they have and the degree of professionalism. As in everything you buy or rent, the quality will go in most cases, depending on the price you paid for it.
Conclusion
To have a smooth sailing event, take your time figuring out what is best for your event. The last thing you need is a tragedy happening days or even hours away from your event. It’s best to have the load taken off with confidence on the vendors chosen. Great vendors might be a little more in pricings but at the end it will be worth it. Just like the saying โyou get what you pay forโ. It might even be more expensive towards the end booking the wrong vendors. Prevent these possible problems before booking. We hope you have an amazing and successful event with these friendly tips.
We can assure you this…
Did you know we are a mobile bartending and photo booth company? We can not speak for other catering companies, but we can definitely assure you about our services. We are an experienced company that has provided for many different event needs. Every event is completely different and unique in their own ways. That is why we care for even the minimal details the hosts provide us with.
Our priority is that our clients feel comfortable and confident in booking our services. That is why we list in detail what will be provided on our behalf and after confirming we will send a contract with the details. The client and us will keep our own copy of the signed contract. After, we will request a very small deposit to save the date. This will ensure that the client will have our services for that date and also protect the client that we will provide and reserve for them on that date.
If you need bartending services, check us out here and save your date for your upcoming event!
Take a look at this blog “Planning Last Minute Event” that might help you.
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