Caterers, AV teams, décor specialists, venues, entertainment providers… every one of them plays a role in shaping your guest experience. But finding vendors you can truly count on? That’s one of the biggest (and most underestimated) challenges in event planning.
Whether you’re organising a corporate gala, internal staff campaign, or full-scale conference, your vendors can either make or break your event.
Here’s what you need to know about sourcing them right – and how to avoid the most common pitfalls.
1. Reliability > Reputation
It’s easy to be dazzled by a slick website or a vendor who worked on a high-profile gig. But reputation doesn’t always equal reliability. The real test is how they perform when things don’t go according to plan.
Tip: Ask for references from previous event planners in Johannesburg or event management companies in South Africa. Ask how they handled pressure, delays, or unexpected changes.
2. Vet Before You Book
Don’t assume a professional title guarantees professionalism. Vet your vendors thoroughly. This means:
- Reviewing portfolios or case studies
- Asking about backup plans and risk mitigation
- Confirming insurance and compliance (especially for health & safety and technical teams)
Red flag: If a supplier can’t produce documentation or avoids questions about past challenges – proceed with caution.
3. Understand Their Fit
Not every caterer is right for a luxury gala. Not every AV team is right for a hybrid conference. The best vendors are those whose expertise aligns with your event’s specific goals, scale, and audience.
Ask: “Have you worked on an event like this before? Can you share what worked and what didn’t?”
4. Communication Is Everything
Timely updates. Clear expectations. A mutual understanding of what’s needed. Vendors who don’t communicate well during the planning phase are unlikely to deliver under pressure on the day. Make sure they:
- Respond promptly
- Are open to feedback
Understand the big picture, not just their piece of the puzzle
5. One Vendor Can Affect Them All
Events rely on tight coordination. A late setup from one supplier can delay the entire schedule. A misstep from the AV team can ruin a keynote moment.
This is why many event management companies in Gauteng prefer working with a trusted network. When suppliers know and respect each other’s workflows, the result is smoother execution.
Final Thoughts
Sourcing great vendors isn’t just about ticking boxes. It’s about protecting your budget, your brand, and your peace of mind. Take the time to find partners who understand what’s at stake – because when the pressure’s on, you’ll want people who’ve done it all before.
And if vendor sourcing feels overwhelming, working with a seasoned event planning company in Johannesburg can make all the difference. The right project partner will come with their own network of tried-and-tested suppliers, saving you time, stress, and the risk of last-minute disasters.