How to Handle Vendor Contact Transitions

Life happens; people leave jobs and start new ones all the time. However, this doesn’t make it hurt any less when a vendor you’ve loved planning with lets you know that someone else is going to be taking over. Perhaps it’s your amazing venue coordinator, who’s answered all questions within 24 hours of receipt. Or maybe it’s your DJ, who understood your vibe immediately. Losing a connection like this would make anyone understandably nervous.

Any good, quality business wants to make sure their clients feel taken care of at all times. In perfect world, said business (ideally even the old contact) would give you the heads up they are leaving, thank you for your time working together, and introduce you to their replacement. This person will then have notes or been briefed on your plans thus far. Try to be kind and provide the new soul a little bit slack as they get up to speed (depending on how quickly your event is coming up) and then continue on, trusting that they will take just as good care of you to the end.

Tim Fitch Photography

In the event it DOESN’T happen this way, be patient but persistent. Take initiative to hunt around on who your new point is, even if it means reaching out to a manager/owner or via the general business channels. Remember that many event businesses prioritize their events in order, so if you’re not for another six months it may take some time to hear back, but you’re still owed that communication. If your event is coming up quick, you have every right to bug the heck out of them until getting some response.

Even if you’re working with someone you love, we strongly recommend making sure all vendor commitments during your planning process are communicated in writing. If things are promised in a meeting or over the phone, ask them to follow up with what was said in an email and/or added onto your contract. “Oh yeah, we can do that!” said verbally doesn’t always translate from one person to the next. And for the love of god, please sign a contract with EVERYONE. Not all vendors have them, sometimes just requiring a deposit to hold a date and final payment day of. Sure, they’ve never ever had an issue before, but do you even want it as an option that they could? They’ll likely keep you on the hook for your end of the bargain, so why shouldn’t you do the same?

gollup-917Joe and Jen Photography

One other thing to highlight is when the day-of contact is a different person from the one that you’ve planned everything with. This format is pretty common, and as long as everything is communicated properly and they have a good system in place, it turns out fine. Make sure to ask about this before booking, so there are no stressful surprises as your event gets closer.

Finally, BREATHE. Things happen and it’s much easier to enjoy the process when you go in ready to roll with the punches. And if you think it would help to have that extra layer of planning assistance and day-of execution, know that HUE is always here for you!

Featured Image: UEDA Photography