The right vendors can elevate your event - or derail it. From caterers and florists to AV crews and transportation teams, your vendor lineup plays a critical role in how smoothly everything runs.

But with countless options and high stakes, how do you choose the best-fit partners?

We’ve got you covered. Our guide walks you through the vendor selection process, complete with:

✅ Printable Vendor Selection Checklist
✅ Customizable Vendor Decision Matrix

Whether you're organizing a corporate conference or a high-impact brand experience, this resource will help you ask the right questions, vet vendors with confidence, and make decisions you won’t second-guess.

Your vendors are an extension of your team. They interact with your guests, represent your brand, and contribute directly to the attendee experience. Late deliveries, poor communication, or hidden fees can derail months of planning in seconds.

The solution? A structured, strategic approach to vendor evaluation so you're not relying on instinct or scrambling at the last minute.

The vendor selection process is a step-by-step approach to finding and securing the right partners for your event. It typically includes:

Identifying Needs – Define the services you require (e.g., catering, AV, décor).

Researching Vendors – Gather a shortlist based on experience, reputation, and fit.

Requesting Proposals – Ask for quotes, timelines, and service details.

Evaluating Options – Compare based on quality, reliability, cost, and communication.

Checking References – Verify past performance and client satisfaction.

Negotiating & Contracting – Finalize scope, pricing, and expectations in writing.

A strong selection process ensures fewer surprises, smoother execution, and better ROI.

We created a comprehensive checklist to help you vet each potential vendor with confidence. Use it during discovery calls, walkthroughs, or when reviewing proposals.

A vendor’s past work is often the best predictor of future performance. Look for experience with events similar in size, scope, and style to yours. Vendors who understand your type of audience and event goals are less likely to require hand-holding—and more likely to deliver without surprises.

Checklist:

☐ Do they have experience with events like yours?

☐ Can they provide recent references?

💡 PRO TIPS by Vendor Type

AV & Tech:
Choose partners with experience supporting corporate sessions—keynotes, panel discussions, breakout rooms, hybrid or virtual components. Ask for footage from past events.

Catering:
Look for caterers with experience handling business audiences—timely service, dietary accommodations, and menus that match the tone of your event (e.g., upscale vs. casual networking).

Signage & Branding:
Prior experience with corporate branding and venue compliance is key. Ask if they’ve worked with Fortune 500 clients or conference centers.

Registration & Badge Printing:
Ensure they’ve supported similar attendee volumes and integrated with platforms like Expo Pass, RSVPify, Guidebook or your custom system. Ask for event badge samples and lead times.

Event Staffing:
Seek agencies that specialize in professional, brand-aligned staff for registration, wayfinding, and VIP hosting. Ask for photos or feedback from past conferences.

Furniture, Decor & Rentals:
Look for vendors who’ve styled or furnished events of your size and brand aesthetic. Ask if they’ve worked with tight install windows or union labor restrictions at venues.

👉 Don’t skip this step. Ask for examples, read online reviews, and follow up on references. A polished website means nothing without proven results behind it.

Not all vendors are built for every event. Some shine in small, boutique settings while others are optimized for large-scale productions. You need a partner whose services align with your specific needs—not just in terms of what they offer, but how flexible they are when things shift.

Checklist:

☐ Do their offerings match your needs (and scale)?

☐ Are they flexible with timelines, changes, or last-minute needs?

💡 PRO TIPS by Vendor Type

AV & Tech:
Do they offer full-service production - lighting, projection, streaming, and on-site tech support? Can they scale across multiple rooms and days?

Catering:
Can they provide multiple meal types (buffets, boxed, plated)? How do they handle dietary restrictions, quick turnover between sessions, and staff for coffee stations or receptions?

Signage & Branding:
Do they handle design, production, and installation? Can they do window clings, stage wraps, directional signage, and sponsor branding across touch points?

Registration & Badge Printing:
Do they offer on-demand badge printing, lanyards, or QR scanning, and attendee management tools? Can they support check-in for multiple tracks or entry points?

Event Staffing:
Can they cover a range of needs (greeters, security, VIP handlers, room monitors)? Are they trained in hospitality and familiar with corporate protocol?

Furniture, Decor & Rentals:
Do they have a wide selection for everything from keynote stages to lounges? Can they provide CAD layouts or collaborate with your floor plan?

👉 Be wary of vendors who try to fit your event into a rigid box. Look for solution-oriented partners who adapt without panic when the inevitable curveballs come.

Vendor fees can range from $50 for a local craft fair booth to $50,000+ for a premium spot at a national trade show or industry conference. The cost depends on event size, location, audience, and what’s included—like booth placement, power, Wi-Fi, signage, or lead capture tools. Many events also offer tiered sponsorship packages that add visibility for a higher price.

A clear contract helps protect your investment and sets expectations on both sides before signing anything, use this quick Payment & Contract Checklist:

Checklist:

☐ Confirm total booth fees, payment deadlines, and refund policies

☐ Review what's included in the vendor package (Wi-Fi, electricity, tables, etc.)

☐ Understand cancellation terms and force majeure clauses

☐ Get all agreements in writing—no verbal promises

☐ Clarify setup and teardown times, insurance requirements, and liability terms

💡 PRO TIPS by Vendor Type

AV & Tech:
Understand day rates, overtime charges, and equipment rental pricing. Ask about setup/strike labor costs and tech support coverage.

Catering:
Confirm per-head pricing, minimum guarantees, gratuity, and whether fees apply for special menu changes or overtime.

Signage & Branding:
Clarify pricing for reprints, rush jobs, installation/removal, and damage waivers. Ask about change fees after proofs are approved.

Registration & Badge Printing:
Look for transparent pricing on per-badge costs, hardware rentals, rush orders, and on-site support fees.

Event Staffing:
Understand hourly rates, minimum shifts, and any cancellation or rescheduling penalties. Ask if uniforms or branded attire are included.

Furniture, Decor & Rentals:
Make sure delivery, installation, damage deposits, and strike fees are outlined. Ask about weather-related contingency policies for outdoor events.

👉 Before you sign anything, know your total financial exposure. A solid contract should protect both sides and include terms for what happens if plans change.

Event timelines are tight, and delays in communication can cascade into missed deadlines or overlooked details. Strong vendor communication means fewer missteps and faster problem-solving.

Checklist:

☐ Are they easy to reach and quick to respond?

☐ Do they offer a dedicated point of contact?

💡 PRO TIPS by Vendor Type

AV & Tech:
Quick responses are vital for last-minute schedule changes and equipment needs. Look for a vendor that provides a dedicated point of contact and onsite lead.

Catering:
Evaluate how clearly they communicate timelines, menu changes, and headcount adjustments. Ask who will be your day-of contact.

Signage & Branding:
Choose a vendor who is responsive during the design phase and meets proofing deadlines. Delayed graphics can create major bottlenecks.

Registration & Badge Printing:
You’ll need constant coordination leading up to the event - test how quickly they respond to data file changes or last-minute name swaps.

Event Staffing:
Pick a firm that’s communicative during scheduling and proactive about confirming details. Delays in staffing coordination create ripple effects.

Furniture, Decor & Rentals:
You’ll often be working around limited venue access windows. Strong communication ensures timely delivery and setup before guests arrive.

👉 Trust your gut here. If they’re slow to respond during the sales process, expect worse once the contract is signed. Choose vendors who act like true collaborators from day one.

Great vendors don’t just do their job—they understand how their work fits into the larger puzzle. Familiarity with your venue and a willingness to coordinate with other vendors reduces friction and keeps the day running smoothly.

Checklist:

☐ Have they worked at your venue before?

☐ Can they coordinate with your other vendors smoothly?

💡 PRO TIPS by Vendor Type

AV & Tech:
Ensure they’ve worked at your venue or similar spaces and understand load-in access, power requirements, rigging policies, and Wi-Fi capabilities.

Catering:
Ask about onsite prep requirements, trash removal, and kitchen access. Can they coordinate timing with your speaker schedule or breakout sessions?

Signage & Branding:
Do they know your venue’s policies on adhesive materials or signage placement? Will they coordinate with venue staff for installation?

Registration & Badge Printing:
Can they manage multiple check-in locations, early arrivals, and onsite troubleshooting? Will they coordinate with your venue’s IT and power access?

Event Staffing:
Are they briefed on your venue layout, session timing, and VIP protocol? Can they work well with other vendors and security?

Furniture, Decor & Rentals:
Confirm timing for load-in/load-out, elevator use, and floor protection requirements. Will they collaborate with AV and signage teams for cohesive setup?

👉 Ask about their process for setup, teardown, and on-site contact. A vendor who plays well with others is invaluable when everything needs to work together under pressure.

Vendor selection doesn’t have to be overwhelming. With the right tools and a methodical process, you can eliminate risk and elevate your event from good to exceptional.

Start by downloading our Printable Vendor Selection Checklist and Vendor Decision Matrix, and take the next step toward a smoother, more successful planning process.