- Owner
- Event Manager
- Effective date
- September 15, 2026
- Review cycle
- Every 12 months
1.Purpose
To select reliable vendors, formalize agreements clearly, and coordinate their work so every vendor arrives on time and delivers what was contracted.
2.Scope
Applies to event coordinators sourcing and managing vendors such as catering, decor, entertainment and AV for an event. Day-of cue calling is covered by the event day run of show SOP.
Definitions
- Vendor scope of work
- The specific services, deliverables and timing a vendor is contracted to provide for the event.
- Load-in window
- The scheduled time slot a vendor has to bring in and set up their equipment or materials.
- Preferred vendor list
- The list of vendors a venue or company has vetted and recommends for use at their events.
3.Responsibilities
- Event Coordinator
- Sources vendors, negotiates scope, schedules load-in windows, and manages day-to-day vendor communication.
- Event Manager
- Approves vendor contracts and payments, and resolves vendor performance issues.
- Venue Manager
- Approves vendor load-in access and enforces venue rules for outside vendors.
RACI matrix
| Activity | Event Coordinator | Event Manager | Venue Manager |
|---|---|---|---|
| Source and shortlist vendors | R/A | C | I |
| Approve vendor contracts | R | A | I |
| Schedule load-in windows | R | I | A |
| Review vendor performance after the event | R | A | C |
R = Responsible, A = Accountable, C = Consulted, I = Informed
4.Materials and PPE
Materials, tools and systems
- →Preferred vendor list
- →Vendor scope of work template
- →Vendor contract template
- →Load-in schedule
- →Vendor payment tracker
- →Vendor performance review form
5.Procedure
- 5.1
Identify vendor needs
Event CoordinatorReview the event budget and brief to identify which vendor categories are needed, such as catering, decor, entertainment or AV.
- 5.2
Source and shortlist vendors
Event CoordinatorCheck the preferred vendor list first, and source additional quotes from outside vendors when needed, comparing at least two or three options per category.
- 5.3
Request and compare quotes
Event CoordinatorRequest an itemized quote from each shortlisted vendor covering the same scope of work, so pricing and deliverables can be compared fairly.
- 5.4
Confirm scope of work in writing
Event CoordinatorDocument the agreed scope of work with each selected vendor, including deliverables, timing, headcount if relevant, and cancellation terms.
Checkpoint: Every selected vendor has a written scope of work before a contract is signed.
- 5.5
Get contracts approved and signed
Event ManagerRoute each vendor contract to the event manager for approval, and get it signed by both parties before paying any deposit.
Warning: Never pay a vendor deposit against an unsigned contract.
- 5.6
Track deposits and payment schedule
Event CoordinatorRecord each vendor's deposit and remaining balance due dates in the payment tracker, and confirm payments are made on schedule.
- 5.7
Schedule load-in windows
Event CoordinatorCoordinate with the venue manager to assign each vendor a load-in time window that avoids conflicts with other vendors and the venue's own schedule.
Checkpoint: No two vendors are scheduled the same load-in window in a space that cannot fit both at once.
- 5.8
Confirm details before the event
Event CoordinatorContact each vendor about a week before the event to reconfirm timing, final headcount or quantities, and any last details.
- 5.9
Share the run sheet with vendors
Event CoordinatorSend each vendor the relevant sections of the event run sheet so they know their cues and timing on event day.
- 5.10
Manage vendor issues on event day
Event CoordinatorAddress vendor delays, substitutions or scope issues on event day by working with the event lead, following the event day run of show SOP.
- 5.11
Process final payments
Event ManagerConfirm the vendor delivered per the scope of work before releasing the final payment, noting any shortfall before paying in full.
- 5.12
Review vendor performance
Event CoordinatorComplete a vendor performance review after the event covering reliability, quality and communication, and update the preferred vendor list accordingly.
6.Quality checks
- →Every vendor has a signed contract before a deposit is paid.
- →No two vendors share a conflicting load-in window in the same space.
- →Vendor delivery is confirmed against the scope of work before final payment.
- →A performance review is completed for every vendor used.
7.Records
- →Signed vendor contracts and scopes of work
- →Vendor payment tracker
- →Load-in schedule
- →Vendor performance review forms
8.KPIs
- →Percentage of vendors delivering per the agreed scope of work
- →Vendor payment schedule compliance
- →Load-in scheduling conflicts per event
- →Preferred vendor list retention rate
9.Common mistakes
- →Paying a vendor deposit before the contract is signed.
- →Scheduling two vendors into the same load-in window and space.
- →Not reconfirming details with vendors close to the event date.
- →Releasing final payment without confirming the vendor met the scope of work.
10.Revision history
| Revision | Date | Description | Reviewed by |
|---|---|---|---|
| 1.0 | September 15, 2026 | Initial release | Alexa Uskova |
This is a template. Adapt it to your organization, equipment and local regulations before use.
