Behind the Scenes Magic: Why Talking to Vendors Matters as Much as Talking to Guests

When people think of event success, they picture happy guests smiling for photos or dancing the night away. What often gets overlooked is the behind-the-scenes teamwork that makes those moments possible. While guests are the heart of the celebration, vendors are the backbone, and building good relationships with them is just as important as engaging with the crowd.

Our videobooth in action.

Vendors Keep the Event Running Smoothly

Every vendor has a role, from caterers to DJs to decorators. When you take the time to connect with them, coordination becomes effortless. For example, knowing when the DJ plans to switch songs or when the caterers are serving dessert helps us set the right moment for photobooth highlights. Smooth communication behind the scenes prevents hiccups and ensures the guest experience feels seamless.

Collaboration Creates Better Experiences

Vendors are not competitors, they are partners. A florist might suggest a backdrop idea, or a planner might give insight on guest flow that improves our photobooth placement. These little collaborations can transform a good setup into a great one. By talking with other vendors, we open the door to creative ideas and shared solutions that elevate the event as a whole. Guests notice when everything feels cohesive, even if they don’t realize why.

Chris Mihas, the owner of CM Entertainment, one of the vendors in a recent event we were at.

Strong Relationships Build Future Opportunities

Talking to vendors is not just about the event at hand. It is also about planting seeds for the future. The more we connect with DJs, planners, or venues, the more they remember us for the next booking. Referrals and partnerships often come from these relationships, not just from guests. In an industry built on trust and reputation, vendors can become some of your most valuable allies.

An unforgettable event is the result of teamwork. Guests bring the energy, but vendors provide the foundation. By giving just as much attention to vendor relationships as we do to guest interactions, we not only ensure smoother events but also create stronger networks for the future. At Vivid Curiosity Productions, we believe that every handshake, every quick chat, and every shared idea backstage contributes to the magic guests see out front.