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Why Haven’t They Called? Realistic Vendor Relations 101

You’re brimming with ideas for your Bar Mitzvah DJ about how your party should unfold. But why hasn’t he called back? You want to check this off your list NOW!

Planning Tools & Tips
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If this sounds like you, read on. Your schedule and your vendors’ schedules are not in sync… yet. You’re working on one major event. Vendors are working on multiple events – in some cases HUNDREDS of events – before yours becomes their main focus. Here's what you need to know about get what you want and when you can expect to get it.

Book the Right Vendor at the Right Time

Larger vendors may be able to accommodate bookings whenever you get around to deciding, but for the “only one” scenario, go ahead and contract far out from your date. Examples: The only ballroom that can accommodate all your guests or the only vendor that provides the service your Mitzvah kid most wants. But, make sure your vision matches the choices you make in vendors and venue. Think about the outcome you want for your event. A dark, nightclub theme won’t work at 1 p.m. in a window-filled party space. Check references and be sure you’re confident in the abilities of your vendors before signing on the dotted line.

Credit: Espeute Productions
Set Early Expectations

When you meet with vendors you’re considering for your Mitzvah, be sure to ask about their approach to communication and when you can expect to hear from them. Ask these kinds of questions if the answers are not offered: When can I expect to see a proposal? When should we meet again? When do we need to have plans finalized? Every vendor relationship is different, and you’ll have less communication with a coach bus vendor, for example, than with a decorator.

Credit: JDV Occasions
Get it in Writing

Put simply, if it’s not on paper, it doesn’t exist. Once you have your paperwork, read it and understand it.  The vendor/client relationship should be give and take, and every conversation should translate into vendor paperwork for the client to check and re-check to make sure it’s correct. If a vendor doesn’t want to provide written documentation of an agreement, move on.

Dialogue Well

Remember that you want to be treated respectfully by others, and your vendors do, too. If you’ve chosen vendors whose professional expertise you respect, let them do their jobs. But, if you’re not happy, speak up. Remember that you get the best results by speaking calmly with professionals and respecting their experience. Make sure you’re all on the same page before moving forward.

Bundle Thoughts

Instead of trying to catch a vendor on the fly with a question here and there, set up phone or in-person meetings and bring ALL your thoughts and concerns to discuss at these agreed upon times. You’ll have much better success in being heard when you have a set time to discuss your event rather than trying to catch someone on the go multiple times.

Trust the Process

Your ideas may be fabulous, but trust your vendors to work with them in the way that’ll get you the best results. In other words, after your plans have been agreed upon, let them have at it. “You don’t watch the mechanic fix your car, do you?” Samdperil asks, “Vendors do their best work if you let them do their thing and don’t micromanage.”

From Booking to Cooking

While every vendor works differently, you can get a general idea of when your contracted vendor should be “cooking” on your Mitzvah* with our at-a-glance chart.

Vendor Timelines

Time to select some vendors? Go shopping in the AMC Preferred Vendor Directory, and save on services with exclusive deals!


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