Are you taking all preps to organize this year’s commencement program for your 2022 graduates!
Sounds fun.
From selecting the grad software to sending out the invitation, all tasks might be in progress. And hopefully, you are already done with picking the right vendor or vendors for your graduation event. But, in case you still haven’t, go for it. Because when speeches, songs, videos, gowns, gifts, and merchandise are some of the crucial components that help a graduation event build, all of these will remain undone without hiring a vendor.
And all these are what make researching graduation vendors so crucial.
Why take an extra step to select vendors to help carry out your vision?
Outsourcing operations to third-party vendors in a graduation program can definitely increase your operational efficiency, but it also includes some vendor risks that can pose a severe threat to your event. For example, suppose you hired a cap and gown vendor where your grads can order as per their sizes. But there is always a chance of operational risk if you pick any random vendor. They might fail to provide the exact size or maintain the quality as promised or be unable to provide during the event day
Or, if you are arranging an online graduation event and hiring vendors who sell essential accessories, it includes reputational or cybersecurity risk. Like, the loss or disclosure of customer information due to a data breach can harm your institution’s reputation as well. But again, with all these, it is vendors who can lift up your graduation event, as you can’t go alone at it.
Hence to move forward with a particular vendor, the more information you can gather, the better.
Things to consider when it comes to finding the best graduation vendors
✔ Make sure they fit in with your needs
Being a planner, you should be aware of your requirements first. Note down your needs by making a list of services or products you want to add to the graduation event. Figure out what kind of vendors you want; it can be related to music and entertainment, equipment rental, photography, commencement speeches, etc. Then match the services of the vendors with what service you are looking for.
✔ Ask for referrals
Before looking for vendors online, you can ask people you know for referrals. Suppose you can contact institutions that have recently organized commencement programs. Or you can ask your clients or colleagues about their experience with vendors in any previous event.
✔ Prioritize reviews
Search online to keep a list of those with positive reviews and those with a tarnished reputation as well. You can look for vendor rating that ranks the vendors based on pricing, service quality, support, reliability, and so on. You will get plenty of valid contacts of vendors.
✔ Check their websites
Look for the listed vendor’s website and collect their address, contact information, area of services, discount offered, etc. Then, gather a complete description of their services, equipment, or products. Even to check accuracy and quality, you can request some samples prior. For example, if you are looking for vendors who provide graduation products and merchandise (graduation cap, bear, diary, ring, etc.), you can ask for a complimentary sample of the items.
✔ Check their insurance and license
Gather proof of insurance, bonding, and other risk management practices so that any sort of accident does not result in financial devastation. Your vendors should have their own insurance liability policy to ensure protection against property damage, advertising, or personal injury liability. Also, check your vendor’s local business license to ensure safety.
✔ Encourage open communication and transparency
Good communication is key. Do not make the error of choosing a vendor just by signing a contract paper and getting a verbal assurance to see on the event day. Instead, negotiate with honesty and transparency right from the start. Ask your vendors for references, discuss how they will guide you through their process from start to finish, know all the cost and payment terms, and discuss the timetable of the event and how everything will fall in place.
Vendor management turns easy with GradPak
While choosing vendors for your program, it is also required to build your reputation to the point where vendors would like to work with you. GradPak is super vendor-friendly grad software solely targeted for graduation ceremonies. With this software, you can offer a safe platform to your vendors to promote their products and memorabilia. You can efficiently maintain the communication between you and your vendors and manage everything from a single dashboard ensuring the privacy of all the inventory and sales data. Different vendors can sell their products and promote their business by featuring their products on the event portal at ease. And the online system allows the graduates to pick up their graduation merchandise and order online without hassle.