Vendor Briefing Guide for Event Coordinators

The quality of your supplier briefs directly affects the quality of your event. A clear, comprehensive written brief reduces phone calls on the day, prevents miscommunication, creates accountability, and ensures every supplier arrives prepared and aligned.

Yet many coordinators rely on verbal briefings, scattered emails, and assumptions. This works until it doesn't — and when it fails, it's usually on the day of the event when there's no time to fix it.

This guide covers how to write effective supplier briefs, what to include, when to send them, and how to handle the inevitable curveballs.

Why Written Briefs Matter

Accountability

A written brief is a reference document. If a supplier arrives at the wrong time, sets up in the wrong place, or brings the wrong equipment, you can point to the brief. Without it, disputes become your word against theirs.

Clarity

Verbal briefings are unreliable. Information gets misremembered, Chinese-whispered through teams, or simply forgotten. A written brief ensures the person setting up on the day has the same information as the person who took the booking three months ago.

Fewer Calls on the Day

A good brief anticipates questions. If you've included parking details, load-in instructions, and the contact number for the venue, your suppliers won't need to call you asking for them. On event day, every call you don't receive is time you can spend managing the event.

Professionalism

Sending a well-structured brief signals that you're organised, experienced, and serious. Suppliers respond to this — they prepare better, arrive earlier, and take the event more seriously.

Step 1: Write a Master Brief

Start with a master document that contains all the event information. This is your source of truth — everything else is filtered from it.

Event Overview

Every supplier needs the big picture:

• Event name: The working title or client name
• Event type: Conference, awards dinner, product launch, wedding, etc.
• Date: Day, date, and the full event window (including setup and breakdown)
• Venue: Full name, address, and postcode
• Expected guest count: Confirmed number plus any contingency
• Client: Who the event is for (if relevant to the supplier)
• Event coordinator: Your name, company, and contact details
• Tone and style: Formal, relaxed, branded — whatever helps the supplier understand the feel

Venue Logistics

These details prevent 90% of day-of-event logistics calls:

• Load-in access: Which entrance, goods lift availability, loading bay details
• Parking: Where suppliers can park during setup and the event. Any permits needed?
• Access times: When the venue opens for setup, any restrictions on noise or heavy equipment before a certain time
• Key contacts at the venue: Name and number for the venue events manager or duty manager
• Power: Available power supply, location of sockets, any need for additional distribution
• Storage: Where suppliers can store cases, flight cases, and equipment during the event

Emergency and Contact Information

• Event coordinator mobile: Your number (the one you'll actually answer on the day)
• Venue contact: Direct number for the duty manager
• Client contact: Only if appropriate — some clients prefer all communication through you
• Emergency services: Nearest A&E, venue emergency procedures
• First aider on-site: Name and location

Step 2: Create Role-Specific Versions

The master brief contains everything. The role-specific brief contains only what that supplier needs to know, presented in a way that's immediately useful to them.

Caterer Brief — What to Include

• Full menu as agreed, with any recent changes highlighted
• Dietary requirements by name (and by table/seat if applicable)
• Service style and timing: when each course is served and cleared
• Drinks provision: what's included, bar setup, any restrictions
• Kitchen access time and facilities available
• Staffing: how many service staff, any uniform requirements
• Equipment: what the venue provides vs. what the caterer brings
• Waste disposal: venue policy, recycling requirements
• Timeline extract: their arrival through to kitchen clear-down

AV Company Brief — What to Include

• Full technical specification: screens, projectors, sound system, staging, lighting
• Programme with AV cues: every screen change, music cue, lighting shift, video playback
• Presentation files: format, resolution, any embedded video or audio
• Stage layout: lectern position, screen positions, camera positions (if recording)
• Power requirements and distribution plan
• Load-in schedule: arrival time, setup duration, tech check window
• Rehearsal schedule: which presenters, when, how long
• On-the-day AV technician: who's operating, where they're positioned
• Timeline extract: load-in through to breakdown

Photographer/Videographer Brief — What to Include

• Shot list: key moments, group photos, detail shots, candid priorities
• Brand guidelines: any specific angles, compositions, or subjects to include/avoid
• Key people: names and descriptions of VIPs, speakers, award winners
• Access: where they can and can't go, any restricted areas
• Delivery: format, resolution, editing expectations, turnaround time
• Timeline extract: arrival, key moments with times, departure

Entertainment Brief — What to Include

• Performance time: exact start time, set duration, breaks, finish time
• Sound check: time allocated, what they need from the AV team
• Rider: any hospitality requirements (meals, drinks, green room)
• Green room: location, facilities, access
• Equipment: what they bring vs. what's provided
• Volume: any restrictions, particularly for background/ambient sets during dinner
• Playlist or set list: any specific requests, songs to avoid, first dance details
• Timeline extract: arrival, sound check, performance, breakdown

Staffing Agency Brief — What to Include

• Number of staff required by role (registration, cloakroom, ushers, bar)
• Arrival time and expected finish time
• Dress code or uniform requirements
• Specific duties for each role
• Break schedule and meal provision
• Reporting line: who they report to on the day
• Timeline extract: arrival, briefing, shift times

Step 3: Send Briefs Two Weeks Before

Timing matters. Too early and details change. Too late and suppliers can't prepare.

The Two-Week Brief

Send the comprehensive role-specific brief 14 days before the event. This gives suppliers time to:

• Review the details and flag any issues
• Order or prepare specific materials
• Brief their own team
• Raise questions while there's still time to resolve them

Include a Response Request

Ask each supplier to confirm receipt and flag any questions within 3 working days. This creates a checkpoint — if a supplier doesn't respond, you know to chase them.

What to Send

• The role-specific brief as a PDF (not just in an email body — PDFs get saved, emails get buried)
• Their timeline extract
• A venue map or floor plan if helpful
• Any relevant attachments (menu, presentation files, brand guidelines)

Step 4: Confirm Receipt and Chase

Not every supplier will read and respond to your brief promptly. Build a tracking process:

• Brief sent — date
• Confirmation received — date
• Questions raised and resolved — date
• Final confirmation sent (3 days before) — date

The Three-Day Check

Send a short confirmation email 3 days before the event:

• Confirm their arrival time and location
• Highlight any changes since the original brief
• Reconfirm your mobile number as the day-of contact
• Ask them to confirm they've briefed their on-site team

If a Supplier Doesn't Respond

Call them. Don't rely on email alone at this stage. If you can't reach them, escalate — find an alternative contact at the company, check your contract terms, and start considering your backup plan.

Step 5: Brief Again on the Day

A written brief sets the foundation. An in-person briefing on the day brings it to life.

During Setup

As each supplier arrives, spend 5 minutes walking them through:

• Where they're setting up and the layout
• The timeline for their specific role
• Any last-minute changes
• Who their point of contact is during the event
• Emergency procedures (fire exits, assembly point)

The All-Hands Briefing

If the event is large enough to warrant it, hold a 10-minute all-hands briefing with all suppliers and staff 30-60 minutes before doors open. Cover:

• Event overview and running order
• Key contacts and communication channels (radios, group chat)
• Emergency procedures
• Any last-minute changes
• A final "are we ready?" check

Managing No-Shows and Substitutions

Despite your best briefing, things sometimes go wrong. A supplier doesn't show up, sends different staff than expected, or arrives with the wrong equipment.

Prevention

• Always have a backup supplier identified for critical roles (AV, catering, staffing)
• Build relationships with reliable suppliers through platforms like FolkAir
• Include cancellation and substitution terms in your contracts
• Confirm attendance 3 days before and again the morning of the event

When It Happens

1. Call immediately — establish whether it's a delay or a no-show
2. Assess the impact — is this critical or can the event proceed without them?
3. Activate your backup — call your alternative supplier
4. Adapt the plan — brief your team on any changes to the timeline or setup
5. Inform the client — be honest but solution-focused. Present the problem and your solution together.
6. Document everything — times, communications, impact. You may need this for contractual claims or insurance.

Substitution Issues

If a supplier sends a different team member than expected, brief them thoroughly on arrival. Don't assume they've been briefed by their colleague. Walk them through the role-specific brief from scratch and confirm they understand the timeline and requirements.

Brief Template Checklist

Use this as a quick reference when writing any supplier brief:

• Event name, date, venue (with address and postcode)
• Supplier's specific role and deliverables
• Arrival time and setup window
• Parking and load-in instructions
• Event coordinator contact (mobile)
• Venue contact
• Equipment: what they bring vs. what's provided
• Timeline extract relevant to their role
• Dietary information (for caterers)
• Brand guidelines (where relevant)
• Emergency contacts and procedures
• Confirmation request and deadline

Summary

A good supplier brief takes 30-60 minutes to write and saves hours of phone calls, stress, and problem-solving on event day. Build a master brief, filter it by role, send it on time, confirm receipt, and brief again on the day. It's one of the simplest ways to elevate the quality and consistency of your events.

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