Do you ever feel like you must be on an event planning reality show? Since launching your event planning biz in NYC, you’ve learned some pretty intense event business lessons. And you've come to understand that Murphy’s Law is less a proverb than an actual law in the New York City. But every misstep leads to betterment, right?
While we can’t guarantee your most famous event blunders aren’t raking in YouTube views somewhere, we can help you stop the chaos when it comes to wrangling event vendors. The right event vendor roster will help you avoid a host of headaches, literally. And of all the lessons you've learned in producing NYC events, you know that those partners can make or break your guest experiences.
We'll help contribute to your learning and show you how to find event vendors (and cultivate relationships with partners) that will help you execute a flawless event every time. This is the vendor-vetting playbook you'll want to print out for keeps.
Go Undercover at NYC Events
Maybe all you want to do after work is go home and binge “Love Island” (no judgement from us.) Instead, though, get out there and attend some events to find new-to-you NYC event vendors. Make a mental note of the caterer with the to-die-for spring rolls. Get judgy about the servers. Ask around for the juicy gossip about drama behind the scenes at the event. Experiencing vendors firsthand is one of the best ways to spot potential partnerships.
Dig Deep for Honest Reviews
NYC vendors showcase their best reviews on their websites. Sleuth around to other sites though, like Yelp or even Reddit. Dig deep into the comments section on social media posts. Don’t just look at the star rating. Instead, read every Google review. By casting a wider net for honest reviews, you’ll gain a deeper understanding of the quality of the vendor’s service.
Tap Your Network
The people you know are your most reliable source of honest referrals. Luckily, you’ve cultivated an impressively extensive network of peeps. Tap into their collective knowledge to find under-the-radar vendors who are so first-rate they don’t need loud marketing gimmicks.
Choose Vendors That Serve the Same Crowd
Even a top-notch vendor will fall flat if they’re not a match for the crowd at your event. You wouldn’t book a luxury butler service for a backyard barbecue in the Bronx. But there’s more to finding vendors for events than event themes and geography. Find common traits among your attendees, but also explore the hidden potential conflicts by incorporating your client’s values into your vendor selection.
Give New Vendors a Test Run
Even if you feel like you already have a stellar go-to team of pros, keep looking. There are always new and emerging vendors out there. And you could find your diamond-in-the-rough caterer, photobooth pro, or quartet. Never give up the hunt. You want to assemble a list of reliable, drama-free vendors you can return to again and again. So, start looking for them before you really need them.
Get References and Check Them
Ask new vendors for at least two references. Then, actually check them. Sure, the vendors wouldn’t give bad references. Still, speaking with those who have worked with the vendors will shed light. You can gauge hesitancy or excitement or pick up on other subtle details with a simple phone call.
Nurture Relationships with Your Best Vendors
When you find a vendor that rocks, show them the love. Nurture that relationship. Follow them on social media and share their posts. Tag them on your social media with photos from the events you’ve worked on together. Send handwritten thank-you notes and a basket come Christmastime.
Mind Your Own Rep
Sometimes, you have to look in the mirror. Are you the type of event planner elite vendors want to work with? You likely already put your best foot forward for clients. In addition to having a polished event planner website, strong online presence, and oodles of positive reviews, explore other ways your reputation can attract top vendors.
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- Treat current vendors with professionalism and respect.
- Pay your bills on time.
- Be drama-free yourself.
Create a Clear and Detailed Contract
Think of your contracts as the doors of communication. Rather than a ball and chain, contracts are an opportunity to discuss the what-ifs before they happen. What if the outdoor event is rained out? What if any of the band members are unable to perform? Who is responsible for the A/V soundcheck? Discuss the details, and get them in writing to avoid miscommunications.
Communicate Clearly and Often
You and your NYC vendors are busy people. But that shouldn’t prevent you from keeping your vendor in the loop if something for the event changes, even if the change seems unrelated to the vendor’s role. For example, the photographer may need to bring different equipment if the lighting at the reception changes.
Attend The Event Planner Expo 2025
Of course, all of these insights take a little legwork. You can save time by attending the event and hospitality industry’s top conference, The Event Planner Expo 2025. The Expo showcases hundreds of NYC’s top vendors, spanning three high-impact networking days. And don’t just show up when you can reserve your booth and take your place among the best of the best in events on the tradeshow floor as an exhibitor! Secure your spot before they’re all taken!
