SayPro Confirm Vendor Availability and Services

SayPro Venue and Vendor Coordination:

1. Confirm Vendor Availability and Services:

a. Vendor Availability Check:

Task: Confirm the availability of all vendors required for the event, including catering, AV equipment suppliers, and transportation services for attendees.
- Action Steps:
  - Catering Services:
    - Reach out to catering vendors to confirm their availability on the event date and ensure they can accommodate the number of expected attendees.
    - Review the menu options and confirm any special dietary requirements for attendees (e.g., vegetarian, gluten-free, allergies).
    - Verify the vendor’s ability to provide on-time delivery, setup, and cleanup services.
  - AV Equipment:
    - Contact the AV suppliers to confirm that all required equipment (e.g., microphones, projectors, sound systems, and screens) will be available and in working order on the event day.
    - Discuss specific setup needs, such as the placement of equipment, and any additional technical requirements for presentations or live streaming.
    - Confirm that technicians will be available on-site for setup and troubleshooting during the event.
  - Transportation Services:
    - If required, confirm transportation services for attendees, such as buses or shuttle services.
    - Work with the transportation company to ensure they can accommodate the transportation needs for the event (e.g., number of vehicles, specific pick-up/drop-off points).
    - Ensure that the transportation service can maintain punctuality, and provide contact details for any last-minute adjustments or emergencies.

b. Confirm Services and Deliverables:

Task: Ensure that all vendors understand their deliverables and the timing of their services.
- Action Steps:
  - Catering: Ensure catering is scheduled to arrive at the right time for meal breaks, and confirm the quantity of food and beverages to match the guest count. Discuss the setup, service style (buffet, plated, etc.), and clean-up procedures.
  - AV Equipment: Confirm the delivery time of AV equipment to the venue, setup timeline, and that all necessary equipment (microphones, speakers, projectors, etc.) will be functioning as required.
  - Transportation: Confirm transportation logistics, such as pick-up locations, timing for drop-off at the venue, and how attendees will be guided to their transportation after the event. Clarify any special accommodations for attendees who may have mobility needs or other requests.

c. Contract and Agreement Review:

Task: Review the terms and conditions of vendor contracts to ensure all agreed-upon services and deliverables are documented and understood.
- Action Steps:
  - Ensure that the contract with each vendor clearly outlines services, timelines, pricing, and responsibilities.
  - Review cancellation policies, service guarantees, and any penalties for non-compliance.
  - Confirm that the vendor has insurance coverage if required (e.g., catering or equipment rental).

2. Final Confirmation and Coordination:

a. Confirm Final Event Details with Vendors:

Task: Reconfirm event details with each vendor and finalize logistical arrangements.
- Action Steps:
  - Catering: Confirm the final number of attendees and adjust the catering order if necessary. Ensure the vendor is prepared to handle the setup and any special requests (e.g., VIP meals, dietary restrictions).
  - AV Equipment: Conduct a final check with the AV team to confirm all equipment requirements and ensure that the setup will go according to plan.
  - Transportation: Verify the final transportation schedule, ensuring that all required vehicles are booked and drivers are informed about the schedule.

b. Review Timelines with Vendors:

Task: Ensure that all vendors are aware of the event’s timeline and have clear instructions regarding the setup, service, and teardown phases.
- Action Steps:
  - Catering: Confirm the food delivery and service schedule, including the timing for buffet setup, meal service, and clean-up. Ensure the catering team is ready for any last-minute changes or delays.
  - AV Equipment: Make sure the AV team is prepared for the setup, testing, and rehearsal time required before the event begins. Confirm when the sound check and technical rehearsal will take place.
  - Transportation: Verify the pick-up time for guests and ensure the transportation company has detailed instructions on the schedule and pick-up locations.

c. Prepare Vendor Contacts for the Event Day:

Task: Make sure you have a list of vendor contacts on the event day for quick communication in case of issues.
- Action Steps:
  - Collect phone numbers, email addresses, and emergency contact information for all vendors.
  - Ensure there is a designated point of contact for each vendor to streamline communication.
  - Confirm that vendors are aware of the event day schedule and any last-minute adjustments.

3. Post-Event Vendor Follow-Up:

a. Vendor Deliverables Review:

Task: After the event, assess the vendor performance based on agreed-upon deliverables.
- Action Steps:
  - Review the catering services, ensuring the quality of food and the service met expectations.
  - Evaluate AV performance, checking for any technical issues during the event.
  - Gather feedback on transportation services to ensure that there were no delays or problems in getting attendees to and from the venue.

b. Resolve Any Outstanding Issues:

Task: Address any vendor-related issues or concerns that arose during or after the event.
- Action Steps:
  - If there were issues with any vendor’s service (e.g., delays, equipment malfunctions, or insufficient catering), address them promptly, either by asking for a refund or discussing improvements for future collaboration.
  - Maintain professional communication, acknowledging any challenges and providing constructive feedback to improve services in future events.

4. Event Day Vendor Coordination:

a. Arrival and Setup Supervision:

Task: Oversee the arrival and setup of all vendors to ensure everything is set up correctly and on time.
- Action Steps:
  - Catering: Be present when the catering team arrives to ensure they have the necessary space and resources to set up food and beverage stations. Verify the meal setups align with the planned schedule and presentation.
  - AV Equipment: Ensure the AV team arrives at the venue early enough to allow for setup and testing. Verify that all equipment (microphones, projectors, sound systems, etc.) is in place and functioning before the event begins.
  - Transportation: Confirm with transportation services that all vehicles are on schedule for picking up attendees or bringing them to the venue. If shuttle services are being used, ensure they are running on time.

b. Vendor Point of Contact:

Task: Serve as the primary point of contact for all vendors throughout the event day.
- Action Steps:
  - Ensure that all vendors have a direct line to you or a designated event coordinator throughout the event.
  - Quickly address any issues that arise, whether related to catering delays, AV malfunction, or transportation mix-ups, by working with vendors to resolve problems in real-time.
  - Provide vendors with updated schedules if there are any changes during the event.

5. Post-Event Vendor Coordination:

a. Event Teardown and Breakdown:

Task: Ensure that vendors carry out their teardown duties promptly after the event.
- Action Steps:
  - Catering: Ensure that the catering team clears away food and drink stations promptly after service is completed. Check for any leftover food or trash and coordinate cleanup with the venue’s staff.
  - AV Equipment: Confirm with the AV team that all equipment is properly packed and removed without damage to the venue or equipment. Ensure technicians handle the breakdown and removal process according to the scheduled times.
  - Transportation: If applicable, confirm that transportation services are available for the return trip of any attendees who may need them and ensure that transportation is provided efficiently.

b. Final Vendor Payment and Settlement:

Task: Ensure all vendors are paid promptly following the event.
- Action Steps:
  - Verify that all final invoices match the agreed-upon pricing and that any extra services or requests are accounted for.
  - Coordinate with SayPro’s finance team to ensure that all vendors are paid on time.
  - Address any discrepancies or issues with invoices in a timely manner to maintain good relations with vendors.

6. Post-Event Vendor Feedback and Evaluation:

a. Collect Vendor Feedback:

Task: Reach out to vendors for feedback on how the event was executed and identify areas of improvement.
- Action Steps:
  - Send a brief post-event survey to each vendor, asking for feedback on communication, expectations, and event logistics.
  - Ask vendors what worked well during the event and what areas could be improved for future collaborations.
  - Inquire about any challenges they faced and whether SayPro could help address them in the future to make future events smoother.

b. Review Performance:

Task: Evaluate each vendor’s performance based on pre-established criteria such as professionalism, punctuality, service quality, and adherence to the event schedule.
- Action Steps:
  - Catering: Evaluate food quality, service times, and how well the catering team met guest needs.
  - AV Equipment: Assess whether the AV equipment was of the required quality and whether the AV team was responsive to any technical issues.
  - Transportation: Review the punctuality and organization of transportation services, ensuring that attendees were safely and efficiently transported to and from the venue.

c. Final Report and Recommendations:

Task: Compile a final post-event report that includes feedback, evaluations, and recommendations for future vendor coordination.
- Action Steps:
  - Create a comprehensive report summarizing each vendor’s performance and any issues encountered during the event.
  - Make recommendations for future events regarding vendor selection, contracts, and communication.
  - Share this report with the internal event planning team and stakeholders to inform future event strategies and improve the vendor coordination process.

By taking a thorough approach to vendor coordination, SayPro can ensure seamless event execution, maintain strong vendor relationships, and improve future events. Clear communication, careful planning, and timely follow-up are key components of successful vendor coordination, ensuring that the event runs smoothly and meets SayPro’s strategic objectives.