Learnings from the field:
In the decor services space, effective vendor management is crucial for delivering exceptional events and maintaining a reputation for quality and reliability. Here are the top two lessons in vendor management within this industry that we have learnt over years:
1) Foster Collaborative Partnerships:
- Lesson: Treat vendors as strategic partners rather than just suppliers. Establishing a collaborative relationship can lead to more personalized services, better prices, and priority treatment.
- Application: Regularly communicate with your vendors to understand their challenges and opportunities. Jointly develop creative solutions for events, and involve them in the planning process early on. This encourages a sense of investment in each project's success and can lead to innovative ideas that enhance your service offerings.
- Example: For one of the weddings, we faced challenges with the outdoor floral installations due to unexpected weather changes. Instead of pushing the responsibility onto the florist, we collaborated closely, brainstorming alternatives. Together, we decided to use a combination of resilient local flowers and elegant waterproof LED lights to maintain the aesthetic appeal despite the weather. This not only solved the problem but also strengthened our relationship with the florist, leading to more innovative collaborations in future projects.
2) Set Clear Expectations and Standards:
- Lesson: Clearly define the quality standards, timelines, and deliverables you expect from your vendors. This clarity prevents misunderstandings and ensures that your vendors align with your brand's reputation for excellence.
- Application: Develop detailed contracts and service level agreements (SLAs) that outline all expectations, including response times, quality metrics, and contingency plans for potential issues. Regularly review these documents with your vendors to ensure ongoing alignment and address any areas of concern proactively. This is a time taking process, but trust us, once set in place, it saves significant time and strengthens stakeholder relationships.
- Example: In preparation for a corporate gala 7 years ago, we noticed inconsistencies in the quality of table linens from our usual supplier. To address this, we organized a meeting to revisit our quality standards and expectations, emphasizing the importance of brand alignment. We provided specific examples of the desired fabric quality and finish. Following this, we introduced a quality checklist for all future deliveries, which significantly improved consistency and met our high standards, enhancing the overall event presentation.
Would love to hear thoughts in our network!
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