What are Event Vendors and Suppliers?

Event vendors and suppliers are the outside companies that provide equipment, services, food and goods for an event, from sound and staging hire to caterers and traders. Festivals may work with hundreds of them, from the main stage supplier to a single coffee van. Choosing and managing them well has a big effect on cost, safety and the audience experience. Strong supplier relationships also make it easier to solve problems quickly on site.

How event suppliers are managed

Working with suppliers follows the event's planning:

  1. Define needs: list what the event needs, from infrastructure to catering.
  2. Get quotes: ask several suppliers to quote and compare price, quality and experience.
  3. Contract: agree the deal, timings, insurance and safety documents.
  4. Coordinate: share site plans, schedules and access details, and plan deliveries.
  5. Review: settle invoices and review how each supplier performed.

With so many companies involved, many events keep supplier contacts and details in contact lists in Crescat.

Vendor vs supplier

The words are often used interchangeably. In events, "vendor" often means a trader selling to the audience, such as food or merch stalls, who may pay a pitch fee. "Supplier" usually means a company the event pays for goods or services, such as staging or toilets.

Common event vendors and suppliers

  • Sound, lighting, video and staging hire
  • Fencing, toilets, power and other site infrastructure
  • Security and stewarding companies
  • Catering for crew and artists
  • Food, drink and merch traders
  • Ticketing and accreditation providers
  • Waste, recycling and cleaning contractors

Frequently asked questions

What documents should event suppliers provide?

Usually public liability insurance, a risk assessment and method statement, and any licences or certificates for their work, such as food hygiene ratings for caterers. Collect these well before the event so they can be checked.

How do festivals choose food vendors?

By variety, quality, price, sustainability and hygiene standards. Vendors usually apply and pay a pitch fee or a share of sales. Many festivals limit how many vendors sell the same type of food, so each trader has a fair chance.

When should suppliers be booked?

As early as possible for key suppliers, often six to twelve months ahead for festivals, since good companies book up quickly in the summer season. Smaller suppliers can often be booked closer to the date.

Related terms