A Full Guide to Finding, Hiring, and Booking Event Vendors

Choosing the right vendors to work with is one of the biggest decisions event creators make. All it takes is one subpar vendor to upset your event logistics and create a bad experience for attendees.

The good news is that finding exceptional event vendors isn’t as challenging as you might think. As long as you do your research and make sure you map out the details, that is.

At Eventbrite, we know that teamwork makes the dream work, and partnering with the right people is just as important as attracting attendees to your event. With over 284 million total ticket sales across 180 countries through Eventbrite, we’ve helped events succeed on a global scale. From expert vendor management to seamless event execution, we’ve got the tools to support you every step of the way.

This guide will help you feel more confident in your ability to hire and work with event vendors by outlining the types of event vendors you’ll need, how to approach sourcing, and what to include in contracts.

Skip to the section on how to find the right event vendors for your event

Different types of vendors for events

Building an event vendor wish list

How to find event vendors

How to recruit vendors

Nail down the nitty-gritty details

Different types of vendors for events 

Which vendors you partner with depends on the vibe and needs of your event, but some essentials — like catering and drink services — are fundamental for nearly any gathering. Here’s a full list of the common types of vendors event venues and organizers partner with to host successful events. 

Catering and beverage services

When looking for vendors for an event, choosing the right catering and beverage services can set the tone and elevate your guests’ experience. You’ll want one that has a great reputation and experience in preparing food for large crowds in an event space.

Catering event vendors can include: 

• Food trucks: Perfect for outdoor or casual gatherings, food truck catering can bring a variety of cuisines directly to your venue. They’re a great choice for music festivals or family-oriented events, adding a trendy, relaxed feel.
• Buffet-style catering: Buffets offer flexibility, allowing guests to choose portions and dishes according to preference. Ideal for large events, this option is both cost-effective and convenient for high-capacity venues.
• Designated food stations: With themed food stations, each stop provides a unique dining experience, from sushi to pasta bars. This setup enhances guest engagement and is popular for weddings and upscale corporate events.
• Set menus: Set menus are a structured option for formal gatherings or seated dinners. They enable precise control over service timing and presentation, which is ideal for corporate events or galas.
• Hors d’Oeuvres: If you’re hosting a cocktail-style event, hors d’oeuvres ensure that guests can mingle while enjoying bite-sized, gourmet snacks. This choice works well for networking events and receptions.

When Stay Silent hosted their Day Trill event, they wanted to offer convenient, varied catering options to their attendees, so they invited food trucks like Trap Box.

Beverages event vendors can include: 

• Pop-up bars: For a touch of personalization, pop-up bars offer tailored drink menus and themed setups to resonate with your event style. These are great for evening events and festivals.
• Coffee tents or trucks: Popular for morning or all-day events, coffee services ensure your guests stay energized and engaged.
• Wine and spirit vendors: Adding elegance, wine and spirit vendors often bring expertise in pairing beverages with meals, making them a hit at formal or high-end events.

One great beverage vendor is the Really Good Bar Company — their name says it all! According to the organizers of the End of the Road Festival, “They provide amazing looking bars and deliver a mix of products that not only work for the audience, but work for us the festival organizers.” When you’re trying to find a food or beverage vendor, those are the kinds of reviews to look for.

💵Cost of hiring a catering company: $20-$200 per person 

Seating, design, and floral vendors  

Selecting the right seating, design, and floral vendors is essential to creating a memorable, visually cohesive event. You might think these vendors are unrelated, but for the most effective event seating and design, you’ll need them to coordinate. 

Depending on the venue — especially if you choose a non-traditional space — you may have to rent tables, chairs, and/or linens. Local event rental companies are usually a good place to start.

Services event seating and design vendors provide: 

• Customized seating options: Some events require more than just tables and chairs. Customized seating, like lounge areas with sofas or themed seating zones, helps create a unique atmosphere. This is especially useful for networking events, weddings, or VIP sections at concerts.
• Stage and backdrop design: For events featuring speakers, performances, or a ceremony, a well-designed stage and backdrop set the stage — literally. Vendors can tailor these elements to your branding or theme, making them ideal for corporate events, conferences, and weddings.
• Furniture and decor rentals: Sometimes, event venues don’t provide the specialized furniture or decor you need. Rental services offer everything from bar tables to statement decor, helping bring your vision to life.
• Layout planning: With larger events or unconventional spaces, layout planning is key to ensuring a smooth flow. Design vendors work with you to maximize space, planning out dining areas, lounges, and stages for optimal guest movement and comfort.
• On-site setup and teardown: Many design vendors handle the logistics of setup and teardown, saving you valuable time and labor. This is especially helpful when events require quick transitions, like multi-day conferences or festivals.

For example, Events by Design’s work with the Milwaukee Art Museum for the Top Chef Premier shows how the right design and coordination can take an event from memorable to iconic. From the 100-foot red carpet to the champagne wall and perfect lighting, every detail made guests feel a part of a celebration of culinary excellence.

💵Cost of hiring an event decorator: $700–$1,000+ (depending on experience and scope). 

Photographer or videographer 

Event photographers and videographers capture the essence of your event. 

“Great event photography is all about anticipation. It’s about having a pulse on the mood and flow of an event, sensing what may be about to unfold. I can feel something developing and get myself positioned to capture unscripted and candid moments.”

Chris Lusher, Lusher Photography

Photographers can take stills of your venue, moments during setup, and candid shots of guests enjoying the event, while videographers can capture the action and atmosphere on film. Depending on the style and focus of your event and the type of footage you’re looking to create, photography and videography can be separate services or combined. 

Services a photographer and/or videographer typically provides: 

• Event coverage: Photographers and videographers use high-quality cameras, tripods, and stabilizers to capture wide venue shots and close-ups of guest reactions. Coverage includes both straightforward documentation and stylized shots with creative elements like color gels or flash effects. Basic audio is usually included, but setups for speeches may incur additional costs.
• Post-production editing: This enhances still and moving images through tasks like image selection, color grading, and touch-ups. The editing extent varies by event; for conferences, brand logos may be added, while nightclub events usually focus on high-energy effects and vibrant colors.
• Drone and/or aerial shots: Drones capture dynamic overhead views, offering a unique perspective for outdoor festivals and corporate events. Videographers provide the drone equipment, including high-resolution cameras, and handle logistics and safety protocols during flights.
• Live-streaming services: Live streaming allows remote attendees to join in real time, which is ideal for large conferences and corporate events. Videographers coordinate with you before the event to secure the streaming link and set up multiple cameras to capture different angles, ensuring clear audio and smooth streaming throughout.

You can hire a traditional photographer or opt for one with a more distinctive look to make your event more eye-catching, especially if you intend to use the images for a social media marketing campaign or promotional content. For example, Chris Lusher (featured photo above) has a unique style that can really make your events stand out. He also covers various types of events, including corporate functions and concerts. 

💵Cost of hiring an event photographer: $100–$450+ per hour (not including editing). 

Sound and lighting design vendors

Sound and lighting design vendors are essential for setting the right vibe at your event. They provide the audiovisual (AV) equipment and expertise needed to elevate the experience, ensuring everything sounds and looks incredible. 

Depending on the scale of your event, you might need a mix of AV suppliers, or just one might do. For smaller gatherings, a single vendor may suffice, while larger events like concerts or corporate functions usually call for a team of specialists.

Services AV suppliers provide: 

• Sound system and audio equipment hire: AV suppliers will assess your venue and set up the right equipment to ensure every guest can hear clearly, no matter where they are situated in the audience. From there, they provide high-quality sound systems, including speakers, mixers, microphones, and amplifiers tailored to the specific needs of your event.
• Lighting design: This service involves collaborating with you to understand the vision for your event’s lighting and discussing the desired effects. Suppliers will then create a customized lighting plan that can include dynamic elements like strobe lights and color mixing for performances, as well as gels and filters to enhance the overall ambiance while staying within a set budget.
• Staging and rigging: Suppliers provide the necessary rigging to securely support lighting and sound equipment based on the lighting plan. For example, they might build a solid stage platform that meets safety standards, set up truss systems to hang lights and speakers or use safety cables to keep everything secure.
• On-site technical support: On-site technicians manage sound and lighting equipment during the event, providing crucial support for larger gatherings. This allows for real-time adjustments and troubleshooting to ensure everything runs smoothly, enabling you to focus on the event without worrying about technical issues.

For example, Limitless Lights and Sound offers a variety of lighting and sound services, including full-color laser light shows, dynamic LED displays, and professional sound system rentals.

💵Cost of hiring AV technicians:  $750–$1,000+ for a full day. 

Security vendors 

If your venue doesn’t provide security services, you’ll want to hire experienced, licensed staff with credentials and professionalism.

What’s typically included in a security vendor package: 

• On-site event security personnel: Security agencies or providers will supply a specific number of trained security staff stationed throughout the venue to monitor activities and ensure guest safety. The required staffing level depends on the size of your event, but they will typically assign enough personnel to effectively manage each area of the venue and respond quickly to any incidents or emergencies.
• Access control and ID checks: This service includes security personnel verifying tickets and conducting ID checks at entry points. They also perform bag checks for prohibited items and may use handheld scanners or metal detectors to ensure thorough screening.
• Crowd control: Crowd control involves deploying personnel to manage attendee movement and maintain order. This includes setting up barriers, monitoring high-traffic areas, using walkie-talkies for communication, and assisting guests while addressing any crowd-related issues that arise.
• Parking and traffic management: Security personnel assist with organizing parking areas and managing traffic flow outside the venue. They help direct vehicles to designated spots and ensure that guests can safely navigate in and out of the area by using cones, setting up barriers, directing traffic, and monitoring pedestrian pathways.

For example, Security USA offers a comprehensive suite of services, including trained on-site personnel, access control measures, crowd management strategies, and effective parking solutions to ensure a safe and enjoyable event for everyone.

💵Cost of hiring event security: $20–$50 per hour per guard. 

Building an event vendor wish list

Before you start signing contracts, you need to figure out the types of vendors you’ll need to hire. Sometimes, your venue provides certain services. So, step one is figuring out which event logistics items you’ll be responsible for on your own and which you’ll need to outsource.

Here’s how you can work it out: 

1. Consult your event plan: Dig into your event plan and list all logistics, like catering services, audiovisual needs, decor, and entertainment. Check if your venue covers any of these. For example, the venue you’re working with might already offer in-house catering or AV equipment, but you may need to source entertainment for the night, such as a live band or DJ, externally.

2. Assess your event team’s skills: Evaluate your team’s strengths and capacity by having each member outline their relevant experience and skills. This will help you see what tasks you can manage in-house and where you might need to bring in outside help.

Then, match your team’s capabilities with your event needs. For example, if you need a full-service catering team for 200 guests but only have a couple of capable team members available, bringing in a drinks vendor to handle beverage service could be a smart move.

3. Look at your budget: Review your overall budget to determine how much you can allocate to each vendor category. For guidance, you can use our free Event Budget Template.

4. Make a list of “must haves” and “wants”: Create two lists: one for “must haves” that are essential for your event’s success — like catering and audiovisual equipment — and another for “wants” that would enhance the experience, such as interactive experiences like a photo booth. This clarity will help you focus on what’s necessary versus what’s nice to have.

From there, you can create a “wishlist” of all the event vendors you want for your gathering. For example, for V2 Presents upcoming events, like Get Freaky, a key item on their “must-have” list is a skilled bar staff to craft signature cocktails, while fun extras like a glow-in-the-dark photo booth fall into the “wants” category.

By doing this, you can establish a clear hierarchy of needs, which makes it easier to allocate your budget and focus on finding the right vendors. 

Prioritize securing the essentials first, treating the extras as an “added bonus” if the budget allows. That way, you can enhance the overall experience without compromising on what really matters for your event.

How to find event vendors 

Finding the right event vendors is key to pulling off a successful and unforgettable experience. Here are two solid ways to connect with vendors who can help make your vision a reality.

1. Conduct competitor research 

In our “Thinking Ahead: Designing For Event Success” Reconvene session, we chatted with Steven Angel and Kerryn Howell about how to find the best suppliers for events. Steven and Kerryn highlighted that to find new suppliers, they like to go to other types of events and see what’s working and lean on their established event network. 

Here’s how you can do it: 

1. Use Eventbrite’s search directory to find your top competitors: To kick off your search for reliable vendors, start by using Eventbrite’s search directory to identify competitors within your geographic range. For instance, Mayhem Events could use Eventbrite to find local events that target the same target audience and buy tickets to the top two events they find. 

2. Attend the event: At the event, look for details like the quality of service, attendee experience, and how efficiently vendors operate. Take notes on what works well and what doesn’t, such as the responsiveness of staff and the presentation of food or displays. Don’t forget to gather contact information, either by collecting business cards or asking vendors directly for their business name and website.

3. Make some calls: Once you’ve identified a few vendors whose work meets your standards, it’s time to reach out. Jump on a call and ask important questions such as: What services do you offer? Can you provide references from past clients? What are your rates and availability for my event date? This will help you gauge their fit for your needs.

4. Get a quote: When a vendor checks all your boxes, go ahead and ask for a quote — ideally in writing via email. To make sure the quote is accurate, share key details about your event, like the date, location, expected attendance, and the specific services you’re after. This way, vendors can give you tailored estimates, helping you make informed comparisons.

2. Use an event vendor directory 

An event vendor directory is an online resource that lists all kinds of suppliers and services that help during the event planning process. It makes finding specific vendors within your desired area simple, so you can quickly narrow down your options based on location, service type, and availability.

For example, The Event Suppliers Network connects you with event vendors all across the US. You can filter your search based on what you need and the type of event you’re planning, whether it’s balloon decorators or audiovisual experts. The platform provides detailed listings, including contact information, pricing, and reviews, making it easy to compare options and find the right fit.

Using an event vendor directory is a fantastic way to simplify your search. If you have a specific event vision, it allows you to narrow down vendors who can bring your ideas to life. If you’re not sure where to start, it helps you explore different options and find reliable suppliers who align with your goals.

Now, let’s move on to how to contact vendors once you’ve found the ones you want.

How to recruit vendors  

Once you select a shortlist of vendors, you can hone in on the ones that work for your budget and needs. When Alex Gallinari, our former Senior Brand Marketing & Operations Manager, spoke with serial entrepreneur and master collaborator DJ Skee on our “Creating Space For Collaboration” episode, two key points emerged on how to effectively work with partners:

1. Think about what you can offer them, not what they can offer you. 
2. Focus on building relationships with an individual, not the company. 

“I’m not a fan of the generic copy and paste cold email either… get their attention on the subject. What’s your elevator pitch.” — DJ Skee 

You want to think of it as building a lasting relationship when you set out to hire vendors. That’s why it’s wise to do some up-front research so you can find people who match your needs and goals. It also wouldn’t hurt to create a list of event suppliers you come across for future reference. 

Here are some starting points:

• Work with your venue: Oftentimes, your event venue will have a list of preferred vendors they routinely work with, which can simplify your event logistics game plan. You might even ask if you can drop by to observe one of their other events in action.
• Do some online sleuthing: This is especially important if your event is in an unfamiliar locale. Vet your potential vendors by checking their Better Business Bureau rating and checking out review sites like Angi and Google Reviews.
• Ask for referrals: Whether it’s your clients, other vendors, or fellow event planners, tapping into your network is the best way to find reputable vendors.
• Pay attention: When you attend other events, be observant about which vendors are providing great service. Either grab a business card or try to have a quick conversation as the event winds down.

Once you’ve secured an event vendor, establish a contract that is as clear as it is beneficial for both parties.

Nail down the nitty-gritty details

You need to be meticulous with your contracts and leave nothing to chance. Make sure the details you discuss with your vendors are clear and defined.

Start with these upfront items:

• Description of service, including date and hours
• Cost and payment schedule
• Insurance
• Licensing
• Permit information

Leave room for negotiation. Good vendors are usually flexible and willing to offer a customized event package. Be honest about your budget and ask what they can provide for that price point. Other details you can try to negotiate are due dates, whether a prepayment discount is available, and/or whether they are willing to provide anything extra.

For example, the Blue Ridge Wine and Jazz food vendor contract above includes specific details about service expectations, payment terms, and food safety regulations. This level of specificity ensures that both you and the vendor are on the same page regarding responsibilities and deliverables, minimizing the potential for misunderstandings.

Work with the right event vendors for your brand of events 

Planning and hosting an event isn’t easy — you can’t do it all alone. It takes a team of talented partners to pull off an epic event, and finding the right people takes time. But having a solid starting point certainly helps.

That’s why we recommend keeping this article close for future reference. Whether you want to jot down the main points into a handy checklist to keep yourself on track or bookmark the resources we’ve shared, like event vendors that get the job done, you’ll have everything you need when the time comes.

At Eventbrite, we’re all about helping you meet your event objectives. We know that to grow your network and scale your business, you need a platform that covers all the bases. That’s why we’re proud to be the go-to partner for event organizers around the world. With us, you can move forward knowing we’ve got your back — every step of the way.