Vendor Coordination Made Easy: What You Need to Know

Vendor coordination is a critical part of planning any event, and it's often one of the most challenging. Successful vendor relationships rely on clear expectations, timely communication, and proper organization. Without a solid plan, setup delays, miscommunication, or missing supplies can quickly derail your timeline.

Begin by creating a list of the types of vendors you need: food trucks, merchandise booths, equipment rentals, porta-potties, emergency medical services, and more. Reach out early and be transparent about expectations, load-in/load-out times, and any necessary documents like permits, insurance, and waivers.

Provide vendors with a comprehensive packet that includes a site map, point-of-contact info, detailed timelines, and any rules or guidelines. Establish a check-in process so vendors know exactly where to go and who to speak with on arrival.

How Expedition Events Does It: We take the stress out of vendor management by handling all outreach, booking, and coordination. Our vendor packets are professional, thorough, and customized for each event. On event day, our team is on site to assist vendors, resolve issues, and ensure smooth operations. This allows vendors to focus on what they do best—serving your attendees.