Start with clarity
Nearly every vendor dispute we've seen traces back to the same thing: fuzzy expectations. Before anyone signs anything, both sides need to agree — in writing — on what's being delivered, when, and for how much.
What belongs in every contract
Scope of work. — Exactly what they'll deliver — quantities, sizes, quality benchmarks.Timeline and milestones. — Drafts, revisions, setup, teardown.Payment schedule. — Deposit, installments, final payment. Never pay 100% upfront.Cancellation and force majeure. — What happens if the world (or one of you) has to pull the plug.Liability and insurance. — Ask for proof. Spell out who's on the hook if something breaks.How to actually communicate
One point of contact. — Pick one person on your side. Multiple voices create noise.Regular check-ins. — Monthly at first, weekly as you get close. Short and structured beats long and rambling.Confirm in writing. — After every call, send a two-line "here's what we agreed" email. It's not paranoid, it's kind — memories are unreliable.Day-of coordination
Send the run-of-show to every vendor at least two weeks out.Include load-in windows, parking, whether meals are provided, and emergency contacts.Name a vendor liaison on your team who can make quick decisions without checking upstream.After the event
Pay the final invoice promptly. This is the number-one thing that gets you priority treatment next time.Leave an honest review. The good vendors deserve the visibility.Stay in touch. A vendor you trust is worth more than a fresh RFP.Treat vendors as partners, not suppliers. You'll get their best work.
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