Here’s How to Find Event Vendors to Make Your Events a Smash-Success

Wondering how to find event vendors for your next professional or personal celebration? At Peerspace, we get it! Vendor relationships are the crucial building blocks of a successful event planning business. As a team, you’ll refer business, offer collaborative coaching, brainstorm together, and support each other. It’s your vendors who can make a fun event even better, as well as make a tough client easier to bear.

Once you and your hand-picked vendors get into a groove, they’ll learn to understand your style and vision, then help you to make your off-the-wall ideas a reality. Not sure where to start while planning a team-building event, launch party, meeting, or speaker program? It’s simple to start at square one: find and book your dream venue on Peerspace, then make the most of your space’s amazing local host!

Whether you’re planning in your own metro area or in a city on the other side of the country, Peerspace is a straightforward, proven resource for coordinating details for your event. From catering to lighting equipment to transportation, a venue’s host may have intimate knowledge of the available spaces in the greater community makes it easy to establish and maintain vendor connections.

Along with that important first step, the following are some basic tips to help you hire the very best event vendors and build that important network.

1. Simply ask!

Ampersand - Flower Shop Airy, Modern, Unique Event Space
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The highest compliment to an event vendor is to be referred by another event vendor. Do you have a favorite photographer, DJ, or florist?

Ask them who they love to work with and which event vendors they’d trust with their special events. Inquire with venue managers about which ones they’d welcome back again and again.

In turn, they will remember not only that you’ve taken the time to think through the team you’re building, but will appreciate that you value their opinion. Your high standards for hiring event vendors and interest in collaboration will not be forgotten! 

2. Put yourself out there

French Country Wedding
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Schedule coffee dates, attend small business mixers and ribbon-cutting events, and volunteer for a charity event that is close to your heart. See whose business values align with yours. Show your face everywhere and let it be known that you’re interested in building partnerships.

Project the image that you want your potential clients to see, sending the message that you’re on the lookout to hire event vendors that suit your brand.

That way, you’ll be able to find event vendors who fit in with that image and who want to ride the wave as your business grows.

What’s like an Airbnb for event venues? We dive into that question here!

3. Collect business cards wherever you go

Hidden Gems in Houston
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Business cards are still a necessary piece for building business relationships. Don’t let anyone tell you otherwise!

When you’re on the run and make a connection, it’s downright awkward to grab your phone, log in to your social media accounts, and search for the vendor’s tag to make sure you can find them again.

Exchanging cards is simply a more elegant and professional way to present your contact information, especially when you’re a guest and they’re working. They may not have the time to chat right at that moment, so give them the opportunity to reach out and sell themselves to you.

4. Expand your horizons and, ultimately, your network

barrio logan mission church san diego rental
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Stay alert for event vendors even when you’re not in your own backyard. Did a caterer knock your socks off, or has a bluegrass band created the perfect vibe at an event at which you were a guest? Connect with them! If your client swears their event won’t be complete without a taco truck or custom lighting, they’ll be willing to pay for that vendor’s travel.

While keeping your event team local is a great idea in concept, sometimes it just isn’t feasible. When hiring event vendors — especially ones that have a specialty focus — avoid falling into the trap of sacrificing service (or saying no to an idea altogether) for the sake of convenience and friendship.

You may have to reach outside of your metro area to find a Spanish guitar player, a rental company that offers vintage furniture, or a kosher caterer. When you inevitably meet that vendor in your travels, strike up a quick conversation to exchange business cards and social media tags.

5. Consider referral fees

rooftops in sf
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On one hand, why shouldn’t you get a kickback for referring a vendor? Your time and your knowledge are worth something, which ultimately means your opinion is, too. However, it’s important that you don’t give off the impression that you favor those who pay you a commission.

Creating exclusive relationships is tricky and not advisable for those who are just getting started in the business. Instead, err on the side of cultivating mutually beneficial partnerships.

Instead of sending you a check, ask your event vendors to exchange services in trade, share images, and provide online reviews. Of course, make sure you return the favor.

6. Do double duty in work and play

atl bright downtown gallery
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You can be an attentive guest while also looking for event vendors to hire. Immerse yourself in events, making sure you absorb and enjoy every component.

After the event (whether you planned it or not), post flattering candid pictures, then tag and follow everyone involved. It’s a great way to keep track of vendors who impressed you and that you may want to hire in the future.

It also has the added bonus of keeping your name at the top of everyone’s minds as someone who is right in the center of the action, paying attention to even the smallest of details.

Looking to plan an earthy wedding? We share tips and tricks to pull it off perfectly right here!

7. Be gracious and keep your eye on the prize

hidden gems in colorado
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Remember that your clients are counting on you to hire the best, most reliable vendors, not necessarily the cheapest or the most fun to work with.

When people do a great job for you, thank them. If there are areas for improvement, share it with them.

Keep communication open and as positive as possible! That will ensure that they bring their A-game every single time.

8. Line up your resources

luxury cabin in vista
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When you need to find event vendors and grow your network, collecting helpful resources is as helpful as collecting business cards. And when it comes to events, we can’t recommend you use Peerspace for renting event spaces enough!

As the largest online marketplace for hourly venue rentals, we make it easy to book venues that are more than aesthetically stunning. You can book a venue that is stocked with vendors and owned and operated by a helpful local host. Since hosts strive to make your time in their venues as amazing as possible, they are happy to help you in any way they can.

More often than not, they can recommend local vendors that they themselves have worked with and can vouch for. If you book a venue that is regularly used for local events, like corporate functions and weddings, the host will have dealt with plenty of local vendors and can help you choose the ones ideal for your event.

How to find event vendors: conclusion

Roman Greek Style Mansion In The Hills tustin los angeles rental
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We hope now know how to find event vendors that will help your events a breeze. Remember, when you utilize Peerspace, you not only discover amazing venues, but you can also meet incredible vendors with whom you form lasting professional relationships.

Ultimately, if you’re open, active, and paying attention, you’ll quickly find your tribe of event vendors and be a better event planner for it! 

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