How do you ensure vendors meet your conference standards?

1 Define your standards

Before you start looking for vendors, you need to have a clear idea of what you want from them and what you expect them to provide. Your standards should be based on your conference goals, budget, audience, theme, and timeline. You should also consider the quality, reliability, professionalism, and reputation of the vendors you want to work with. Write down your standards and criteria and use them as a guide when you search for and compare vendors.

2 Communicate your expectations

Once you have a shortlist of potential vendors, you need to communicate your expectations and requirements to them clearly and effectively. You should provide them with a detailed brief that outlines your conference vision, objectives, schedule, logistics, and expectations. You should also discuss your contract terms, payment methods, cancellation policies, and contingency plans. Make sure you have a written agreement that covers all the aspects of your vendor relationship and that you both sign it.

3 Monitor their performance

After you hire your vendors, you need to monitor their performance and progress regularly. You should establish a communication system that allows you to check in with them, provide feedback, and resolve any issues. You should also assign a point person or a team to liaise with each vendor and oversee their work. You should also conduct site visits, inspections, and tests to ensure the quality and safety of their services or products. If you notice any problems or discrepancies, you should address them as soon as possible and seek solutions.

4 Evaluate their results

After your conference is over, you should evaluate the results and outcomes of your vendors. You should collect feedback from your attendees, speakers, sponsors, and staff on their satisfaction and experience with the vendors. You should also review the metrics and data on the performance and impact of the vendors. You should then compare the results with your standards and expectations and determine if the vendors met them or not. You should also provide constructive feedback to the vendors and thank them for their contribution.

5 Build relationships

Finally, you should build long-term relationships with the vendors who meet your conference standards and who you want to work with again. You should maintain regular contact with them, express your appreciation, and acknowledge their achievements. You should also refer them to other conference organizers or recommend them on social media or online platforms. By building relationships, you can ensure loyalty, trust, and quality from your vendors and create a network of reliable partners for your future events.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?