Why Preferred Vendor Lists Matter

We’ve all heard it… The client has a friend who can bake the wedding cake, an aunt who is a retired florist and can do the floral design, or a cousin who runs a restaurant and can cater for a fraction of the price of other caterers. The client feels victorious coming to the table with these resources that will save money, only to have us (or often the venue first) rain on their parade by saying it is not possible.

Most venues and planners have preferred vendor lists. These lists exist to ensure the success of an event and are not meant to control or discourage a client. These are well thought out, intensely curated lists that are in place to protect both the client and the professional issuing the list. While often viewed as great resources, every so often clients or prospective clients view them as limiting, therefore we’ve prepared this guide listing four reasons why preferred vendor lists matter.

1. Experience

When hiring a planner, you are hiring her for more than just her planning services, you are hiring her for her experience. The greatest piece of advice I find myself repeating time and time again is to lean in to your planner’s years and years of experience. If a vendor you have your eyes on is not on her preferred vendor list or if she says she cannot work with a vendor, listen to her guidance, seek understanding, and then thank your lucky stars that she helped you dodge a bullet. Don’t mistake those red flags for a carnival. Chances are this vendor is not capable of getting the job done in some capacity and threatens the success of future events.

2. Credentials

Hiring a professional is important not only for the quality of their work, but also for the quality of their credentials. Planners and venues want to ensure that vendors are licensed, trained, and insured. Obtaining these credentials is not difficult but does require time and financial investments. Insurance providers will not provide coverage to businesses who can’t show their legitimacy. These credentials must also be kept up to date and renewed annually. Often this alone rules out that family member or friend who wants to do you a favor.

3. Caliber

A vendor may not be on a preferred vendor list because he does not match the caliber of the planner or venue. This may sound conceited to say but it’s true. Vendors have different skill sets and operate on different playing fields. A DIY crafter is very different from a custom builder. The products, intricacies, skilled labor, and expectations are different. It is imperative that all vendors know the same game, play on the same field, and can match expectations. After all, you hired this planner and/or venue because of what they do well. They, in turn, want to ensure they have the team in place that will allow them to perform at their level.

4. Cohesiveness

Chances are, if a vendor is on a preferred list that means there is some a tried and true relationship in place. With that comes chemistry, trust, and respect. There is no second guessing, no uncharted territory, no disrespect of the rolls of others or of their property. Being on the list means this vendor is a team player and deserves to be on your team. Let these lists be your playbook for building the next all star team.

When vendor lists are ignored or if a planner or venue does not listen to their gut on a questionable vendor, the client needs to be prepared for and willing to accept last minute headaches, missed expectations, delayed service, subpar product, unforeseen expenses, and fines that may manifest in lost security deposits or damages, etc.

What happens if a vendor is not on a preferred list and would be a valuable addition? Most planners and venues are willing to be open minded and approve new vendors after adequate vetting. Remember, the reputation and liability of the planner and venue are on the line, so don’t take this process personally. In fact, you should take comfort in the fact that your planner or venue approaches the success of your event with such nuance. If you feel like you have a vendor that hits all of the marks and would be an asset to the team, present all of their credentials, portfolio, and references so that everyone can make the most informed decision possible to keep the train rolling towards the seamless and most extraordinary experience you called upon them for in the first place!