Finding and booking your supplier
Back to ye olden days to find a supplier we picked up a big yellow book, thumbed our way through lots of
pages, then started making many phone calls. A lot has changed since then, the internet has revolutionised
not only how we our lives, but how we find suppliers for our Wedding or Event.
Here in 2018 there are 2 main ways people now find their suppliers, on-line or at trade shows such as
Wedding and Event Fairs.
On-line, Social Media and websites
Facebook has had the biggest impact, as a client this is great, you can join many groups, quickly post asking
for a service for your event, and within minutes you're getting replies, the trouble is you are getting LOTS, in
fact sometimes hundreds, I should know as I also use Facebook groups.
Now you have a screen full of people saying, "we can help", "we are the best", "we have a special offer
running", it can be overwhelming, the phrase can't see the wood for the trees comes to mind.
You may not like Facebook, so you open up your browser, click on Google search for the that amazing service
you want for your event and if by magic a list appears with links to lots of suppliers offering that amazing
service.
The chances are you problem found this Blog through Google or Facebook, underlining how we now found
information.
Online Pitfalls
The Internet is an amazing platform, biggest problem is "anyone" can set up a Facebook page offering a
service, no regulation, monitoring. Setting up a website is almost as easy, it normally involves a small cost,
but once again very little regulation, monitoring.
I have spend hours on Facebook groups, seen many post, one of the most common replies from a supplier
for a service is "Hey Hun, we can help….".
"Hey Hun", really? I may be getting old, but that is no way to for a professional to open dialog with a
customer, I think people think is quirky and friendly, but it sets of alarms bells to me, imagine your bank
calling you and starting with "Hey Hun about your account…." , I would be changing bank very quickly,
professionals businesses wouldn't say this.
The internet is great, we love it, you can search anytime, anyplace, but has taken away a very important
part of finding and booking your suppler, and that is a real a conversation with them.
Humans are very good at picking up "vibes" on people, you can learn more in a 5 minute conversation with a
real person than you can spending weeks sending messages. So once you have found a supplier you like,
pick up the phone, have a chat with them, and if you don't feel comfortable with them walk away.
Is your supplier reputable?
I've been in this industry since 1990 and each year more and more services are popping, it gets harder and
harder for you the customer to know if you are dealing with a professional business or someone that does it
as a side line or hobby.
I'm not saying that having a part time job is a bad thing, small businesses make the world go round, the key
word here is "businesses", those that pay TAX, have the correct equipment and insurance.
There are some simple checks you should do before booking and parting with your money. Thankfully the
internet can also work in your favour here, Google their details, if they have been around a while they will
show up on other sites, maybe recommended by venues. Check if they have a website, if they do you can do
a quick check online to see when the domain was registered (Google "Who Is" and you will find sites that
allow you to check when the website address was registered )
With most small businesses being sole traders and not LTD companies you can not check with companies
house for TAX returns to work out how long they have been trading, so we have to look at other factors.
These are not hard and fast rules, but most reputable suppliers will have the following:-
•
A proper email address and website. Having a website nowadays is a must, and with costs of only a few
pounds a month there is no excuse not to have one.
•
Land line number, if I see suppliers that only have a mobile number doesn't give me confidence
•
A real email address from their website, free email address like HotMail I would walk away, if they can't
be bothered to set up the email correctly what does it say?
•
A postal address, which is on their website somewhere
•
Supply formal quotes and contracts on request, this should have all their formal contact details like
address, phone numbers and should set out the full terms and conditions that BOTH parties are
agreeing to, it should cover the following
o
What is being supplied
o
What time it has to be supplied, how long its there for and what time it will be collected
o
The booking terms, such as payments, requirements such as space needed for their services and
their standard business terms.
o
Cancellation terms on BOTH sides. You can not have a contact that’s one sided. If for any reason
you need to cancel in most cases you will loss your advance payment, if you cancel to late could
end up paying the full amount. Remember most services are booked months or years in advance
and the suppler could have turn down other work, charging the full amount if cancelled say within
3months of the event in normal.
o
It also has to cover you if the suppler cancels or does not turn up. This is why its important to know
how to fully contact them, i.e. postal address. If you supplier cancels, they also have a
responsibility, the terms should cover their liability and compensation.
•
Depending on what service your supplier is offering check if they need insurance for this. Most
businesses have Public Liability Insurance (PLI), if they are supplying anything that is electrical most
venues will require them to have PAT (Portable appliance testing)
The most important thing about booking any supplier, is how you feel about them. We all know that with any
event you have to consider your budget, we cover this in another Blog "It costs how much? The truth behind
events" but you need to find a supplier that you are comfortable with, if you have any doubts at the time of
booking which could be months in advance, those doubts could turn in to big worries the closer your event
gets.
Brian Canning
BDJC Events
January 2018
Finding and booking your
supplier
Back to ye olden days to find a supplier we picked up a big
yellow book, thumbed our way through lots of pages, then
started making many phone calls. A lot has changed since
then, the internet has revolutionised not only how we our lives,
but how we find suppliers for our Wedding or Event.
Here in 2018 there are 2 main ways people now find their
suppliers, on-line or at trade shows such as Wedding and
Event Fairs.
On-line, Social Media and websites
Facebook has had the biggest impact, as a client this is great,
you can join many groups, quickly post asking for a service for
your event, and within minutes you're getting replies, the
trouble is you are getting LOTS, in fact sometimes hundreds, I
should know as I also use Facebook groups.
Now you have a screen full of people saying, "we can help",
"we are the best", "we have a special offer running", it can be
overwhelming, the phrase can't see the wood for the trees
comes to mind.
You may not like Facebook, so you open up your browser, click
on Google search for the that amazing service you want for
your event and if by magic a list appears with links to lots of
suppliers offering that amazing service.
The chances are you problem found this Blog through Google
or Facebook, underlining how we now found information.
Online Pitfalls
The Internet is an amazing platform, biggest problem is
"anyone" can set up a Facebook page offering a service, no
regulation, monitoring. Setting up a website is almost as easy,
it normally involves a small cost, but once again very little
regulation, monitoring.
I have spend hours on Facebook groups, seen many post, one
of the most common replies from a supplier for a service is
"Hey Hun, we can help….".
"Hey Hun", really? I may be getting old, but that is no way to
for a professional to open dialog with a customer, I think
people think is quirky and friendly, but it sets of alarms bells to
me, imagine your bank calling you and starting with "Hey Hun
about your account…." , I would be changing bank very
quickly, professionals businesses wouldn't say this.
The internet is great, we love it, you can search anytime,
anyplace, but has taken away a very important part of finding
and booking your suppler, and that is a real a conversation
with them.
Humans are very good at picking up "vibes" on people, you
can learn more in a 5 minute conversation with a real person
than you can spending weeks sending messages. So once
you have found a supplier you like, pick up the phone, have a
chat with them, and if you don't feel comfortable with them
walk away.
Is your supplier reputable?
I've been in this industry since 1990 and each year more and
more services are popping, it gets harder and harder for you
the customer to know if you are dealing with a professional
business or someone that does it as a side line or hobby.
I'm not saying that having a part time job is a bad thing, small
businesses make the world go round, the key word here is
"businesses", those that pay TAX, have the correct equipment
and insurance.
There are some simple checks you should do before booking
and parting with your money. Thankfully the internet can also
work in your favour here, Google their details, if they have
been around a while they will show up on other sites, maybe
recommended by venues. Check if they have a website, if they
do you can do a quick check online to see when the domain
was registered (Google "Who Is" and you will find sites that
allow you to check when the website address was registered )
With most small businesses being sole traders and not LTD
companies you can not check with companies house for TAX
returns to work out how long they have been trading, so we
have to look at other factors.
These are not hard and fast rules, but most reputable suppliers
will have the following:-
•
A proper email address and website. Having a website
nowadays is a must, and with costs of only a few pounds
a month there is no excuse not to have one.
•
Land line number, if I see suppliers that only have a
mobile number doesn't give me confidence
•
A real email address from their website, free email
address like HotMail I would walk away, if they can't be
bothered to set up the email correctly what does it say?
•
A postal address, which is on their website somewhere
•
Supply formal quotes and contracts on request, this
should have all their formal contact details like address,
phone numbers and should set out the full terms and
conditions that BOTH parties are agreeing to, it should
cover the following
o
What is being supplied
o
What time it has to be supplied, how long its there
for and what time it will be collected
o
The booking terms, such as payments,
requirements such as space needed for their
services and their standard business terms.
o
Cancellation terms on BOTH sides. You can not
have a contact that’s one sided. If for any reason
you need to cancel in most cases you will loss your
advance payment, if you cancel to late could end up
paying the full amount. Remember most services
are booked months or years in advance and the
suppler could have turn down other work, charging
the full amount if cancelled say within 3months of
the event in normal.
o
It also has to cover you if the suppler cancels or
does not turn up. This is why its important to know
how to fully contact them, i.e. postal address. If you
supplier cancels, they also have a responsibility, the
terms should cover their liability and compensation.
•
Depending on what service your supplier is offering
check if they need insurance for this. Most businesses
have Public Liability Insurance (PLI), if they are supplying
anything that is electrical most venues will require them
to have PAT (Portable appliance testing)
The most important thing about booking any supplier, is how
you feel about them. We all know that with any event you have
to consider your budget, we cover this in another Blog "It costs
how much? The truth behind events" but you need to find a
supplier that you are comfortable with, if you have any doubts
at the time of booking which could be months in advance,
those doubts could turn in to big worries the closer your event
gets.
Brian Canning
BDJC Events
January 2018
