How to Build Long Lasting, Profitable Relationships with Event Suppliers
Let’s face it, the old ‘lowest price wins’ approach is outdated. Your supplier relationships are not just about securing services at the best price, they’re about partnerships that drive efficiency, innovation, and long-term profitability.
Every successful event management business relies on a network of reliable, high quality suppliers. They are your behind the scenes partners, helping you pull off smooth, memorable experiences. But how do you build supplier relationships that last and keep you ahead of the competition? Let’s break it down.
1. Prioritise Clear, Proactive Communication
Communication isn’t just about keeping suppliers in the loop, it’s about being proactive, collaborative, and above all, clear. Here’s how:
Regular check-ins: set up regular check in meetings to discuss upcoming projects, performance feedback, and industry trends.
Early involvement: Bring suppliers into event planning discussions from day one. This prevents last-minute surprises and allows them to suggest creative solutions.
Tech-driven updates: Use supplier management tools to automate updates, track orders, and reduce miscommunications.
Treat your suppliers as an extension of your team, not an afterthought.
2. Understand Their World Too.
Too many event businesses expect suppliers to bend over backwards without understanding their operational realities. Instead, ask:
What are their production timelines and constraints?
How do they prefer to handle payments and contract terms?
What support can you offer to help them succeed?
A win-win mentality builds trust and ensures suppliers remain invested in your events.
3. Build Contingency Plans Together
Event risks are higher than ever: supply chain disruptions, extreme weather, labour shortages. But it’s how you prepare that makes all the difference. Here’s how to do it smartly:
Dual sourcing: Always have alternative suppliers lined up for critical services.
Pre-negotiated emergency contracts: Define backup solutions in case a supplier pulls out last minute.
Flexible order agreements: Factor in fluctuating costs and availability, particularly for food, florals, and AV equipment.
Building contingency plans with your suppliers keeps you ready and keeps the trust strong.
4. Appoint a Dedicated Supplier Liaison
If your suppliers are dealing with multiple points of contact in your business, expect delays, confusion, and inefficiencies. Assign a single, experienced team member to:
Handle all supplier communications
Track performance and maintain strong relationships
Ensure timely payments and contract fulfilment
This streamlined approach reduces bottlenecks and keeps everything running smoothly.
5. Move Beyond One-Sided Contracts
The smartest event businesses are shifting from ‘what can we get?’ to ‘how can we both win?’ in supplier contracts. Here’s what that looks like:
Fair pricing structures: Build in cost adjustments for inflation and supply chain disruptions.
Long-term agreements: Secure stability by offering multi-year contracts with performance incentives.
Co-marketing opportunities: Offer suppliers visibility at your events, on your social media, and through case studies.
When suppliers win, they’ll move mountains to help you win too.
6. Set Expectations and Stick to Them
Misalignment on deadlines, quality standards, and logistics is a recipe for frustration. Make expectations crystal clear:
Define service levels in contracts
Specify deadlines with buffer time for adjustments
Provide upfront forecasts to help suppliers plan inventory
The more clarity you provide, the more consistent your outcomes will be.
7. Show Public Recognition where it Counts
Want to build supplier loyalty? Shout them out! A little public praise goes a long way. Show appreciation by:
Tag them in your LinkedIn posts
Feature them in behind the scenes event footage
Include them in post-event case studies and wrap up reports
A supplier who benefits from your platform will prioritise your business every time.
Final Takeaway: Be a Partner, Not Just a Client
In today’s event industry, success comes from collaboration, not just contracts. When you invest in your suppliers’ success, they invest in yours. That’s how you create a competitive advantage that lasts.
Start implementing these strategies today, and watch your supplier relationships evolve into a powerhouse network that sets your events apart.
