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How To Put Together The Best Vendor Team


An event’s execution and success is directly related to your vendor team.

One person is not able to do everything. It’s so important to build a vendor team composed of people who can efficiently and effectively get the job done.

Not sure how to put together the best vendor team? We have some ideas for you to get started!

Deciding on the Who

Events are made up of a lot of moving parts that need to be functioning together in a cohesive way for things to go off without a hitch. These moving parts are made up of several key players, from the head of decorations to the technical director to the production team. Each moving part has a very specific and important role.

The head of decorations is often seen as the coordinator. This person is responsible for making plans for what the design will be and what décor items will be used.

The technical director is more task-focused with their main job being to scout venue locations and taking care of any logistical details that need to be finalized.

The production team comes into play closer to the wedding and is responsible for putting it all together. From ordering the décor to constructing anything needed on site, the production team is responsible for turning a vision into a reality.

The size of your team often depends on the size of the event. If it’s an especially large celebration, consider a logistics team to include lighting directors, transportation coordinators, and traffic conductors.

Communication is Key

Communication is essential before and during an event.

Our team relies heavily on Skype and phone calls leading up to an event. Emails and text messages are often overlooked as everyone is dealing with a hectic schedule. Prismm’s timeline feature is great for vendors as it keeps everyone up to date in real time on all details necessary for event set up and scheduling.

On the day of the event, text messaging or walkie-talkies are preferred.

In addition, Prismm’s timeline feature is great for keeping vendors up to date in real time and all on the same page.

There are also several apps available such as SketchUp and Cast’s wysiwyg which allow collaboration with décor, lighting, and other design elements in real time – they can be major time savers.

At the Event

Once your vendor team have arrived at the event, it’s time to get the party started. The head of decorations and the technical director should be running the show. They are in charge of making sure all of the parts are coming together and everyone is on task.

Having a team meeting prior to event set-up is a good way to get everyone focused and excited for the day ahead.

A successful vendor team is like a well-oiled machine: highly productive and ready for anything to ensure a seamless and wonderful event!

Fabrice Orlando is the CEO of Cocoon Events Management Group, a luxury event planning company based in Marrakech, Morocco that specializes in high-end weddings and special events worldwide.

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