Event Vendor Coordination

Purpose

To ensure outside vendors deliver on time and follow the hotel’s rules.

Scope

Covers all outside suppliers working at the property.

Responsibility

Event Manager coordinates; Security controls entry; Accounts pays.

Detailed procedure

1. Use approved vendors and agree the scope and price in writing.
2. Share the venue rules and the timelines.
3. Check vendor passes and insurance as required.
4. Supervise the delivery, setup and removal.
5. Record any damage or delay.
6. Approve vendor payments after the event.

Standards and guidelines

• Vendors follow the hotel’s safety rules.
• Delays are reported to the client at once.
• Payments follow the signed agreement.

Required records and documentation

• Vendor list
• Vendor agreement
• Delivery log

Related images

Document control