vendors checklist sports event

Pre-event Planning

Determine event goals and objectives

Identify target audience and demographics

Select event venue and date

Develop event budget

Secure necessary permits and licenses

Create event marketing plan

Vendor Selection

Identify required vendors (e.g., food, beverages, equipment, AV services)

Research potential vendors and gather proposals

Review vendor experience and reputation

Conduct interviews or meetings with potential vendors

Compare vendor pricing and services offered

Select preferred vendors and negotiate contracts

Obtain necessary insurance certificates from vendors

Check vendor availability for the event date

Check vendor references and reviews from previous clients

Consider vendor compatibility with the event theme or target audience

Evaluate vendor's ability to meet specific event requirements or needs

Assess vendor's track record of on-time delivery and reliability

Review vendor's policies on cancellations, refunds, and changes

Consider vendor's sustainability practices or commitment to eco-friendly solutions

Seek input or recommendations from colleagues or industry professionals

Conduct site visits or tastings to assess vendor's quality of products or services

Negotiate payment terms and schedule with the selected vendors

Confirm vendor's compliance with all necessary permits and licenses

Create a backup plan in case a selected vendor becomes unavailable

Vendor Logistics

Provide vendors with event details, including date, location, and setup information

Schedule vendor load-in and load-out times

Communicate event schedule and timeline to vendors

Coordinate vendor placement within the event space

Ensure vendors have necessary permits and licenses

Confirm vendor equipment and supply requirements

Arrange for vendor parking and access to the venue

Vendor Services

Confirm menu and catering options with food vendors

Coordinate beverage selection and delivery with beverage vendors

Arrange for necessary equipment rentals (e.g., tents, tables, chairs) with rental vendors

Coordinate AV requirements and technical support with AV vendors

Communicate event branding and signage needs to printing vendors

Arrange for security services with a reputable security vendor

Coordinate transportation logistics with transportation vendors

Vendor Communication

Establish a primary point of contact for vendors

Create a vendor contact list with phone numbers and email addresses

Conduct regular meetings or conference calls with vendors to address questions and concerns

Provide vendors with event updates and any changes in plans

Address any vendor-related issues or disputes promptly and professionally

Maintain open lines of communication to ensure smooth vendor operations

Schedule regular check-ins with vendors to ensure their needs are being met

Share important event information and updates with vendors in a timely manner

Respond to vendor inquiries and requests in a prompt and helpful manner

Establish a system for vendors to communicate any issues or concerns they may have

Provide vendors with clear guidelines and expectations for their involvement in the event

Communicate any necessary changes or adjustments to vendor contracts or agreements

Offer support and assistance to vendors throughout the event planning and execution process

Thank vendors for their participation and contributions to the event

Post-event Evaluation

Review vendor performance and satisfaction

Evaluate vendor services against agreed-upon contracts

Gather feedback from event attendees regarding vendor experiences

Assess vendor punctuality, professionalism, and quality of services

Address any outstanding vendor invoices or payments

Document lessons learned and make note of any improvements for future events

Remember, this is just a general outline and you may need to customize it based on your specific event and vendor requirements.