Savvy meeting planners know that it takes a dedicated team of professionals to create an extraordinary event. Professional meeting planners, florists, public-relations firms and decorators offer specialized services that are available to make every meeting and event successful. Northern California is home to an array of industry professionals who thrive on making sure that your event is managed to produce the desired result.

In preparation for a meeting or event, you should consider enlisting the services of a printing company and a graphic designer. You will almost certainly need to create invitations, labels, signs and other materials and a designer will prove to be a valuable commodity. Additionally, your event might require the services of a photographer, audiovisual company, messenger service, florist, rental company and corporate transportation firm.

From the perfect florist to the ideal entertainer, the San Francisco Bay Area has an event service provider to match any event budget, goal or theme. The following are some simple practices that meeting planners should employ to find great suppliers – and keep them!

• Do your homework. Knowing what event services that you need to complete your meeting or event will make the process of finding them easier. Not only should you know what general vendors you need, you should also be able to pinpoint what specific services or amenities that your event “vision” requires.
• Make the event goal a priority. Don’t let the idea of having flashy décor and unusual themes detract from the goal of the meeting. If you are planning a board meeting, the event service providers that you select should be able to cater to the goal of that particular event. Choose vendors that match your needs and who can deliver an event appropriate to your purpose and audience.
• Communicate. We all know that communication is the key to any relationship and this is true of the relationship between meeting planners and suppliers, as well. To get the best service, you must convey your needs in a professional and timely manner.
• Strike a balance. The relationship between event service providers and meeting planners should be one of mutual respect and understanding. While vendors are hired to offer a service, meeting planners should be conscious of their expectations. Meeting planners must trust that the people that they choose to perform specific duties will do their jobs.
• Know your budget limitations. If you have a tight budget that you must adhere to, it is important to establish parameters with suppliers upfront. Event service providers will appreciate the opportunity to provide you with a detailed price breakdown that fits your needs. In some cases, you may have to be choosier when picking suppliers.
• Value others’ time. Suppliers are just as busy as meeting planners. To create long-lasting relationships with vendors, meeting planners should be timely when returning calls and providing information.