8 Questions to Ask Your Vendor Before an Event

Posted by Cat Virca in Planning, Rentals, Tips, Trends

Choosing the right vendors for your next event is the key for a successful trade show experience. Not all vendors operate the same. Asking your vendors specific questions can help you save time and money. Don’t assume anything. Have a clear understanding with your vendors about the expectations for both parties. Use Alesandra Dubin’s article, “8 Questions to Ask Your Rental Vendor Before an Event,” as a checklist for your planning process.

8 Must-Ask Questions for Your Vendor

1. What additional fee can I expect? You might know how much a product costs, but are you aware of any hidden fees such as delivery cost, service and processing fees? These items will determine if you can stay within budget or not.
2. What is the damage policy? This is probably the most important question to ask you. You need to have a clear understanding of what is considered wear and tear and damage. Know what specific damage could potentially cost you and plan for a contingency.  This is important if your event has a greater potential for damage to occur.
3. What design and planning assistance do you provide? A vendor can be a great asset to help add creative ideas to your trade show booth. Make sure you know how much assistance the company will provide for your during design planning. Ask about 2-D and 3-D models for the products you need to help you create a detailed plan.
4. What can be customized? Most rental trade show booths can customized. Save time and money by asking your vendor which pieces can be personalized for the best price. Remember to ask for a proof before you agree to a design vendors do not always pay attention to your branding guidelines.
5. How much access will I have to trained rental staff – and when? It’s important to have a service team available during a crisis. The service team should be well trained to help with delivery, catering, and lighting. Don’t forget to ask who is providing the labor and confirm you have all necessary contact information. Request a specific point of contact to ensure consistent service.
6. Do you have what I need nationwide? If you are attending multiple trade shows around the United States make sure you receive the same products in each city you visit. Standardization will avoid having to locate replacement pieces and will reduce overall customization expenses.
7. What’s (new) in stock? Asking about the newest products is a great way to generate creativity. Seeing the latest collections can help you generate new ideas for your next event even if you don’t need the new items. Feel free to ask your vendor to see the new collections in person. Tip: After seeing the new collections go to the clearance section and see how the vendor can customize the used inventory to deliver the “hot new look” while saving you money.
8. What’s your style specialty? Understanding your style is especially important when looking for a specific design. Be upfront with your vendor. An honest business will let you know if they don’t have what you are looking for. Shop different vendors until you find the style and price you want.

Read the full article.