How to Choose Vendors for Your Corporate Event

Posted  In: Rentals  


At the heart of every successful corporate event is a team of trustworthy vendors. Vendors can make or break your corporate gathering. One lousy vendor can turn your event into a disaster. Even if the mistake is the vendor’s fault, it’ll still reflect poorly on your company because you are responsible for managing the event.

It can be difficult to choose the right vendors for your event. To find the best vendors, you must do some careful research. The good news is that the following tips can help you choose the right vendors.

Make a List of The Vendors You’ll Need

The first step in finding vendors is to determine what types of vendors you will need for your event. Here are some of the most common vendors for corporate events:

Audio Visual/Technology

Whether you are hosting a company-wide holiday party or a sales presentation, the right technology equipment will help bring your message to life. Used the right way, your lighting, sound, and graphics will allow you to share valuable information with your guests and deliver a presentation that will leave a lasting impact on your audience. When choosing a technology company for your event, consider the following:

  • Who will perform setup and takedown? Will you be responsible for setting up the equipment? Or, is this something that the vendor will provide? If your event is large, you might want to choose a vendor that will set up and take down the equipment.
  • Do they offer project management? Although you might have a vision for your event, you might not know how to make that vision a reality. Project management can help with that. A project manager will help you determine what kind of equipment you need for your event.
  • Will the range of equipment available meet your needs? Do they offer iPads, laptops, plasma monitors, printers or sound equipment? Do you want your event to be interactive and include things like an Instagram photo booth or social media wall? If so, make sure you choose a company that is tech-savvy.


Whether you are planning a sales meeting, holiday luncheon or a company training, you’ll almost certainly need a caterer. Look for a caterer that serves fresh, creative fare. Also, consider how well the caterer can handle special requests. To make guests happy, you should select a caterer that can handle allergy and diet requests.


You’ll want to pay close attention to your decor. Corporate event decorations establish the atmosphere and mood for your event. Your decorating needs will depend on the venue you choose. You might need to rent tables, chairs and linens. Local event rental companies usually offer an array of decorations.


Security ensures that you can conduct your corporate event safely and without interruptions. Well-trained security staff helps you mitigate risks and provides peace-of-mind so you can focus on what is important. Your security staff can help protect trade secrets, inspect the venue for hazards and provide leadership during disasters.


Hiring an entertainment vendor can make your event a hit. Depending on the type of corporate event that you are hosting, you might want to hire a DJ, musician, comedian, impersonator, magician or some other kind of entertainer.

Things to Look for in Vendors

  • Promptness – A late vendor could ruin an event.
  • Accuracy – Having the right goods and services for your event is critical.
  • Customer service – This is an important part of any business relationship.

Final Tips

Don’t Choose Based Only on Cost

Don’t cut corners when it comes to quality. Choosing a vendor based on how cheap they are is never the right way to select your team. It won’t be worth the stress of dealing with the aftermath of a disastrous event. A low-cost vendor may neglect to quote you the price of everything, waiting until the last minute to tell you about additional fees.

Don’t be Afraid to Negotiate

Good vendors are usually willing to negotiate. Choose a vendor that offers a customized package if possible. If the services that you want for your event are outside of your budget, ask the vendor what they can provide within your budget. Ask if there are any discounts. Vendors will often discount services if they are prepaid.

Have a Detailed Contract

Contracts are important when it comes to vendor relationships. Don’t leave anything to chance. Make sure every aspect of the deal is indicated in the agreement. This piece of paper will protect you if there is an issue with the vendor later.

As you can see, there are a lot of things to consider when choosing a vendor. However, following the above tips will help ensure that you find vendors that will help your event go smoothly.

Vernon Computer Source provides short term rentals of audio visual and computer equipment for events and more. 

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