Our team at Fitwise realise the importance of our suppliers as critical partners who help bring our vision to life. Each event is a symphony of tasks requiring coordination with multiple suppliers — caterers, AV technicians, décor companies, and so on. Their work, performed skillfully, transforms a plain venue into an immersive event experience. But the success of this transformation depends significantly on effective communication and strong relationships with suppliers. Below, we delve into some tips to ensure a harmonious collaboration with suppliers for your events.
Understanding Supplier Expectations and Capabilities
In order to collaborate effectively with suppliers, you first need to understand their world. Gaining insight into their capacities, lead times, constraints, and ways of working will enable you to frame your requests appropriately and manage your own expectations.
Visiting suppliers at their place of business can provide you with valuable context. This hands-on approach will give you a feel for their operation, their culture, and their capabilities. Suppliers will appreciate your taking an interest in their work, and this will set the foundation for a productive relationship.
Establishing Clear Communication Channels
Once you have developed a good understanding of your suppliers’ operations, it’s crucial to establish clear and consistent communication channels. Whether through regular meetings, emails, or a dedicated event management software, choose methods that work best for both parties.
It’s essential to ensure all relevant parties have access to necessary information, so maintaining an updated, centralised document that details all event aspects can be invaluable. This allows suppliers to stay abreast of any changes, ensuring everyone is on the same page.
Delivering Detailed Briefings
Part of clear communication involves delivering comprehensive and detailed briefs. These should cover your expectations, event specifics, timelines, and contingency plans. This clarity not only helps suppliers meet your requirements effectively but also reduces the chances of last-minute surprises or disappointments.
Remember, communication is a two-way street. Encourage suppliers to ask questions and offer input. Their expertise can offer fresh perspectives and innovative solutions to potential challenges.
Fostering Timely and Transparent Communication
When it comes to event planning, timing is everything. If event details change — as they often do — inform your suppliers as soon as possible. This respect for their time and schedules can make the difference between an average event and a spectacular one.
Conversely, encourage suppliers to keep you updated on their progress and any potential challenges they face. This transparency can help you navigate bumps in the road more efficiently, keeping your event on track.
Building Strong Relationships through Respect and Recognition
Successful supplier relationships are not solely transactional; they thrive on mutual respect and recognition. Remember to acknowledge the hard work your suppliers put into making your event a success. A simple thank you can go a long way in maintaining a positive relationship.
Providing constructive feedback after an event is another way to show you value your suppliers. Not only does this help suppliers improve their services, but it also shows that you are invested in a long-term relationship with them.
At Fitwise, we believe in nurturing strong partnerships with our suppliers, understanding that their contributions are integral to our events’ success. Effective communication and relationship-building are not optional in this industry; they’re essential components of successful event planning. And as we always remind ourselves — our suppliers aren’t just service providers; they’re part of the Fitwise family, our partners in creating unforgettable experiences for our clients.