7 Unexpected Questions to Ask Before Hiring an Event Vendor

Hiring the right vendor can make or break your event. Beyond flashy portfolios or competitive bids, event professionals say the smartest partnerships start with thoughtful questions—the kind that uncover values, collaboration styles, and how a vendor shows up when things inevitably go sideways.

For luxury event planner Nirjary Desai, founder of Kis(cubed) Events in Atlanta, it all comes down to alignment. “One of the most important things I look for when vetting vendors and partners is that their energy and level of excellence truly match ours,” she says. “For me, this means showing up with passion, rolling up your sleeves, and doing whatever it takes to create a cohesive, elevated experience—not just for the end client, but for every collaborator involved.”

She adds that the best partnerships are built on authenticity, not optics. “The event industry is built on community and shared excellence, not on social climbing or surface-level affiliations. Alignment of energy, values, and execution style is critical, because if we’re operating at a 10, we can’t afford for a partner to show up at a three.”

So how do you actually vet for that kind of alignment? Beyond the basics like pricing and availability, we asked Desai and other event profs to share the deeper questions they ask before signing on the dotted line. 

1. What are your values, and how do they show up in your work?

“At Analog, we look for partners who bring more than just great work—they share our values,” says Jordan Kaye, founder and CEO of Analog Events in Los Angeles. “As a B Corp, we ensure those standards are reflected in our vendors, too. Our intake form asks about sustainability commitments, certifications, and whether they’re minority-owned or local small businesses, giving us a clear picture of who we’re inviting into the ecosystem of an event.”

Sabrina Ruiz, founder of Texas-based experiential and event production company Copperhead Creative, agrees. “Experiential events are big-impact productions. A vendor’s eco-friendly practices—whether it’s reducing waste, sourcing responsibly, or offering green alternatives—show me that they’re thinking about the bigger picture and bringing solutions that elevate not just the event, but our values.”

Denise Hibbard, senior manager of events marketing at tech platform Zapier, adds that alignment is more about thoughtfulness than perfection: “If a venue stumbles over answering accessibility or sustainability questions or admits they don't have a weather contingency plan, that's a red flag. I'm not looking for perfection, but I am looking for thoughtfulness, alignment with my values, and a willingness to collaborate.”

"I'm not looking for perfection, but I am looking for thoughtfulness, alignment with my values, and a willingness to collaborate.” —Denise Hibbard

2. How do you communicate and collaborate with partners?

“Our vendors are an extension of us,” Ruiz notes. “Clear, precise communication and open collaboration are non-negotiable because they ensure our clients see one seamless team. A vendor’s answer here tells me if they’ll thrive in the fast-paced, high-pressure environment of live events—or add friction.”

Channing Muller, principal and founder of Chicago-based marketing agency DCM Communications, likes to frame this as a question about the “Inbox Zero” concept. “This came about after some truly soul-sucking and frustrating interactions with past partners where I could never seem to get timely responses,” she explains. “By asking their thoughts on inbox zero, I can now get a handle on how organized they are with their business. … It doesn't have to be a perfect zero each day to get the green light from me on working together, but there is a big difference in the communication's efficacy that will come from someone who has 50 unread each day and someone who has 10,000 unread.”

Hibbard also listens for curiosity: “One of the first things I try to understand is whether they'll act like a true partner or just a transactional vendor,” she says. “I'll often ask them to share examples of how they've helped a client navigate ambiguity or complex challenges. I'm looking for curiosity, not just competence.”

3. How do you prepare to align with our brand and our client’s vision?

Regina Key, senior director of marketing and creative services of San Diego-based DMC Destination Concepts, likes to ask what the potential vendors know about the work her company does. “This shows if the vendor has done their due diligence and researched our company to see what we deliver and how they can support,” she says.

“When a vendor reaches out and it’s evident they have looked into our business and want to actually get to know us, that’s a great start,” agrees Sarah Quinlivan, owner of Quintessential Events in Kansas City. Ruiz adds: “Our vendors represent us in front of our clients. Their professionalism, presentation, and ability to understand brand standards is crucial. If they don’t get this right, it doesn’t matter how good their product is.”

4. How do you handle the business side of events?

A vendor’s creativity only goes so far if they can’t back it up with business acumen. For Ruiz, budget conversations are often where that shows: “Events shift constantly. The best vendors don’t just quote a price; they show flexibility, creativity, and honesty. Their approach tells me if they’ll problem-solve with us when budgets tighten, or simply cut corners.”

Key adds that logistics and liability matter just as much as ideas. “Our business is part creative and part logistics, so it’s essential we have vendor partners that are just as business-savvy as they are innovative,” she says. “Asking about insurance levels, for example, is a crucial step in our supplier vetting process.”

Hibbard likes to add big-picture questions. “I might share my success metrics (whether it's adoption, revenue, or attendee behavior) and see if they can frame their responses around those goals,” she says. “I'll even ask, ‘If you were in my shoes, what would success look like?’ Their answers show me whether they'll align with the bigger picture.”

5. How do you approach creative challenges and feasibility?

Key likes to ask for examples of projects that really tested a vendor's creative and logistical skills. “This is a great way to get to know what a vendor’s bandwidth and perception of how difficult or easy a project might be,” she says. “The best answers are specific stories versus ‘we do it all!’ as we get to know what projects are a good fit for them.”

Key’s team also leans on vendors to be realistic partners. “We have a lot of creative minds on this team and are always striving to top the last cool event moment we create,” she adds. “As such, there are times when we ask a lot of our vendors and are always sure to check in at the beginning to make sure if our initial ideas can go from paper to reality. … We lean on vendors to help us get to a creative solution that delivers on the client ask, plus sometimes the second idea is the better one!”

Desai, meanwhile, likes to ask how vendors ensure their passion and performance stay consistent across every project—regardless of budget. “Consistency is everything; their answer reveals if they bring the same excellence regardless of budget or prestige,” she says. “This uncovers whether they can pair artistry with accountability, which is key in luxury events.”

6. What’s your approach when things go wrong?

“It may sound like a no-brainer, but it's probably the most important question that people don’t ask any vendor outside of the venue,” says Alexa Lyssy, co-owner of Dos Palomas Ranch, a wedding venue in Texas Hill Country. She recalls everything from photographers without backup cameras to DJs whose equipment overheated in the Texas sun to caterers who brought the wrong food. “By asking about a vendor's inclement weather and contingency plans, it doesn’t just give you peace of mind. It shows you which vendors are proactive instead of reactive.”

Hibbard likes to ask about concrete examples: “Because things inevitably go sideways in events, I always ask about their escalation path and how they've managed stressful pivots in the past,” she says. “Their willingness to be transparent about when things went wrong, and how they solved it, tells me a lot about how they'll handle pressure."

7. What do you love about your job?

Sometimes the best way to vet a vendor is simply to get personal. “The main thing I look for is genuine people who are doing genuine business,” says Quinlivan. “What do they like to do as part of their job? What do they not like to do? What do they excel at? What does an ideal planner/vendor relationship look like? What have they liked and not liked about planners they have worked with?”

Luci Prosapio, founder and lead event producer of experiential architecture firm SEMPRE, agrees. “I usually start by getting to know them: why they started their company, what makes them tick, what their superpower is, and the kind of work they love doing most,” she explains. “Then—if the conversation is catered to a specific project—we discuss the deliverables and dig in to their processes and how they typically work with a producer.”

To Quinlaven, it’s all about finding out whether the vendor will take care of her and her client. “I don’t want to be another number to them. I don’t want to be sold to. I want vendor partners who will have my back, and I will have theirs when it comes down to it.”

Source: Bizbash.com