Wedding Advice | Event Planning Tips
A well thought through vendor brief will not only be helpful for a vendor by also help an event manager in saving their time and money, so how to create a vendor brief? First things first…
What is a Vendor Brief?
A vendor brief will allow you to document important details about an event and outline in a clear and succinct manner what the role, responsibility and deliverables are from a particular vendor. This in turn will allow the vendor to effectively respond.
Benefits of Creating a Brief
There are a number of benefits to using vendor briefs:
- Provides a resource for vendors to access all relevant event information.
- Allows vendors to analyse and quote accordingly.
- Allows you to conduct an accurate competitor analysis.
- Saves you time and effort, reduces the need to go back and forward with communication/questions.
- Allows you to compare apples with apples.
- May save you money.
- Allows you to establish a brief that emphasises key brand messages and objectives.
- Allows you to provide a consistent form of communication to all vendors.
What to Include in the Brief
It is not hard to create a vendor brief, the tricky bit is ensuring that the information that is put into the brief is clear, concise and complete. To assist, The Event Bible has created a vendor brief template and photography brief template for you to access by downloading the Ultimate Wedding Planning Kit or the Event Management Kit.
The vendor briefs include the following information:
- About the vendor – contact details
- About the event – event manager details, date, duration, times, venue(s) details, dress, who is attending.
- Overview of the event
- Purpose of the brief – why are contacting the vendor?
- Budget allocation
- Vendor objectives, responsibilities, deliverables
- Special instructions
- Vendor event times – bump in and out details
- Set-up notes
- Checklist of documentation required from all parties and so on.
A vendor brief could save you time and money, so consider how to best develop this document to complement your specific event management needs.