Planning an unforgettable event takes more than a vision and a checklist. The success of your celebration often hinges on the vendors and caterers you hire.
Whether you're planning a milestone birthday, a summer BBQ bash, or a themed kids' party, getting the right team on board is essential. In this guide, we’ll walk you through the best practices for hiring vendors and caterers, ensuring your event runs smoothly, tastes amazing, and leaves guests raving.
Let’s dive into the expert-approved steps that every savvy host should follow.
Why Vendor and Caterer Selection Matters
Think of your vendors as the engine behind your event. They bring your ideas to life, from mouth-watering menus to seamless service and jaw-dropping decor. But one poor choice can derail everything—late arrivals, tasteless food, or poor communication can stress you out and sour the guest experience.
That’s why hiring with intention is key. With the right approach, you’ll not only avoid disasters but also elevate your event to something truly memorable.
Step 1: Define Your Event Needs
Before you even begin browsing caterer menus or florist portfolios, sit down and get clear on your event needs:
- Type of event: Birthday, corporate, wedding, baby shower, etc.
- Theme or vibe: Casual BBQ? Sophisticated 80th birthday? Kids’ dinosaur party?
- Guest count: Helps vendors estimate costs and quantities.
- Budget: Be realistic but leave a little wiggle room.
- Location: Some vendors only service certain areas.
Getting this clarity upfront makes it easier to narrow your choices later.
Step 2: Start Your Search Early
Popular vendors can be booked months (even a year!) in advance—especially during wedding and summer seasons. Aim to start reaching out at least 4–6 months before your event, earlier if it’s a large or complex gathering.
Where to find reputable vendors:
- Recommendations from friends or event planners
- Instagram or Pinterest (search hashtags like #LondonCaterer or #BirthdayPartyPlanner)
- Event directories like Hitched, Add to Event, or Bark
- Google and local Facebook groups
Shortlist 3–5 options per vendor category (e.g., 3 caterers, 3 decorators, 3 DJs) to compare.
Step 3: Vet Each Vendor Thoroughly
Once you’ve identified potential vendors, it's time to do your homework. Don’t just pick based on price—dig deeper with these checks:
Check Reviews and Testimonials
Look beyond the star rating—read actual reviews. What do people say about professionalism, responsiveness, and quality?
Review Their Portfolio or Samples
- For caterers: Ask for a tasting menu or photos.
- For decorators or florists: Review a gallery of past work.
- For DJs or performers: Request a demo video or playlist.
Ask the Right Questions
When you contact them, treat it like an interview. Good questions include:
- Are you available on my event date?
- Can you work within my budget?
- What’s included in your package (e.g., setup, staff, clean-up)?
- Do you offer tastings, mock-ups, or site visits?
- What happens in case of cancellation or illness?
Always get answers in writing (email is fine). This helps avoid miscommunication later.
Step 4: Request a Quote and Compare
Now’s the time to compare not just price, but value. What’s included in each quote? Are staff, VAT, and cleanup costs included? Is delivery free?
Create a comparison table with:
- Vendor name
- Services offered
- Price
- What’s included/excluded
- Notes on pros and cons
Step 5: Ask for a Contract (Always!)
Never move forward without a signed contract, no matter how small the vendor. A good contract should cover:
- Date, time, and location
- Services to be provided
- Cancellation terms
- Payment schedule
- Contact person on the day
Make sure both parties sign and keep a copy handy.
Step 6: Communicate Clearly and Often
Leading up to the event, check in with vendors:
- One month before: Confirm everything is on track
- One week before: Share final numbers and schedule
- Day before: Touch base for peace of mind
Assign a point person (a friend or event planner) to liaise with vendors on the day so you can relax and enjoy.
Step 7: Feed Your Vendors!
Yes, vendors need to eat too. It’s good etiquette to provide meals for those working long shifts, especially your photographer, DJ, or planner. Include this in your catering headcount.
Make Your Event Shine with Stunning Digital Invitations
Before you even book a caterer, your guests need to know about your event—and that’s where URCordiallyInvited comes in.
URCordiallyInvited offers gorgeous, customisable digital invitations that set the tone for your party. These animated video invites are more than just a pretty message—they’re a vibe. Easily edited in Canva and sent via email, text, or WhatsApp, they make planning easier and wow your guests from the start.
Here are a few standout invites to consider:
1 - Neon Pool Party Digital Invite – Bright, bold, and bursting with summer fun. Perfect for sun-soaked pool parties.
2 - Dinosaur Birthday Invitation – Jurassic Theme – Kids will roar with excitement over this animated prehistoric adventure.
3 - Pink & Purple 80th Birthday Invitation – Elegant, heartfelt, and ideal for honouring a beloved grandparent.
4 - BBQ Brew Birthday Invite – Casual and cool with beer graphics and a chill BBQ vibe.
Explore more designs from all our collections here. Find the perfect invitation to match your theme and create buzz from the very first click.
Your Event, Your Dream Team
Hiring the right vendors and caterers doesn’t have to be stressful—just strategic. By defining your needs, starting early, asking the right questions, and staying organised, you’ll create a dream team to bring your event to life. Pair that with show-stopping digital invites from URCordiallyInvited, and you’ve got the recipe for celebration success.
Happy planning!
Perfect Related Articles of Interest:
Looking to level up your event planning even more?
- How to Add RSVP Feature to Your Canva Digital Invitations: A Complete Guide for Hosts and Creators – Make your invites interactive and track responses with ease.
- How to Include Pets in Your Celebrations Without Chaos – Pet-friendly party planning made simple and stylish.
