The Professional's Guide to Getting Quotes from Event Suppliers

When planning an event, one of the most important steps is choosing the right suppliers and vendors. The process may feel overwhelming, but with the right strategies and planning, you can maximise your return on investment (ROI) and ensure event success. Here are our practical tips and advice on how to effectively get quotes from suppliers:

1. Start Early

Getting supplier quotes as early as possible—ideally 6 to 8 months before your event—can make a massive difference. Early discussions provides ample time to anticipate potential issues and make necessary adjustments, ultimately enhancing your event's quality.

2. Seek Multiple Quotes

Always consider getting quotes from multiple suppliers, even if you have a trusted vendor from past events. Exploring different options can lead to discovering better deals, fresh ideas, or innovative solutions. For example, if you're planning a corporate event and have previously worked with a catering service, reaching out to two or three others might provide you with a more competitive price and unique menu options.

3. Understand Pricing Differences

Understanding why suppliers charge differently is crucial. Each vendor may have unique cost structures, including staffing rates, equipment fees, and additional services. By evaluating quotes from various suppliers, you can get a clearer picture of the market rates.

4. Build Relationships

Establishing solid relationships with your suppliers can greatly enhance your event experience. Active communication about your goals and potential challenges can pave the way for a collaborative partnership. Good suppliers often have valuable insights that can improve your event. For example, an established audio-visual supplier may suggest equipment options that elevate your presentation beyond what you initially envisioned.

By following these best practices, you can effectively manage the complex landscape of event management, maximising your ROI and setting the stage for successful events.

To listen to James and Emma discuss all things going to market, check out Episode 14 of the Creating Experiences Podcast down below: