What Questions Should You Ask your Event Vendor?
Let’s set the scene… You’ve finally locked in a date for your big event. You’re juggling multiple vendors and suppliers, all working together to bring your vision to life. You’ve got a list of questions ready, but after the meeting, you realise you forgot to ask some key details – sound familiar?
To help you avoid that “oops” moment, we’ve put together 8 must-ask questions for your event furniture vendor.
1. Is My Event Date Available?
Before diving into details, confirm that the vendor is available on your desired date. Popular vendors often book out in advance, especially during peak seasons. Availability is not always just about having the furniture available to hire – some vendors may not be available due to time clashes with other existing bookings.
2. What Range of Furniture Do You Offer?
Take a look at the full range of furniture your vendor offers, and if possible, try to source everything from one place. For example, If you’re hiring White Tiffany Chairs but also need tables, it’s best to book both with the same vendor. This not only simplifies the process by dealing with just one company, but it can also save you money on delivery fees—instead of paying multiple vendors for transport, you consolidate everything into one drop-off.
3. Can I View the Furniture Before Booking?
It’s important to make sure that the furniture meets your expectation! Ask if you can view the furniture in person or photos or check out photos they may have from previous events they’ve serviced. Instagram is a good place to start as vendors tend to showcase their work there.
4. What Are the Costs Involved?
The price listed online won’t usually include delivery and pick up as these are tailored to your event. These costs vary depending on location, event size and end time. To avoid any surprises, always ask about additional charges, such as:
- Delivery and pickup fees
- Set up and pack-down fees
- Stair or difficult access fees
- Late pick up fees
Surprises are never fun, extra planning might be needed based on the above. Vendors work tirelessly to ensure everything runs smoothly and according to plan. To help them deliver the best service, please make sure to let them know of any important details so they can plan accordingly.
5. What Is Your Cancellation Policy?
We know – life can be unpredictable so it’s important to ask your vendor about their cancellation terms, including any non-refundable deposits. It is normal for vendors to require clients to pay a non-refundable fee to secure their booking. This is because the items are allocated to you specifically and are ‘removed’ from the general hire pool.
6. Do You Have Experience at the same venue?
Experience matters. A vendor familiar with the venue can offer valuable insights. It will also provide you with comfort knowing that they know the ins and out of bumping in and out.
7. Do you have any reviews or testimonials?
We all know how important reviews are when you’re deciding to trust a vendor with a big part of your event! For your peace of mind, make sure to look at any Google reviews which can reflect on the service and product the vendor offers.
8. How Do You Handle Last-Minute Changes?
Plans can sometimes change unexpectedly. It’s important to ask how the vendor accommodates last-minute adjustments. Whether it’s a change in the number of items, delivery times, or other details, understanding their flexibility and response process will help you feel confident if things need to be altered closer to the event.
By asking these questions, you’ll be well-equipped to choose a furniture hire vendor that aligns with your vision and ensures your Melbourne event is memorable.
Ready to make your event unforgettable? Request a quote from Rent My Event today and explore our premium chair hire options tailored for Melbourne events.
