Put it in writing!
"...but that's not what we agreed to!"
Sounds familiar?
The word 'contract' scares off the average person but some of us only understand its value when there is an issue and by then it may too late. When making bookings with suppliers for your event, it is important to have all the terms and conditions clearly stated in writing and agreed to by both parties.
The basic things to be covered are:
- Date good/service is to be delivered
- A description of the goods / service (scope of works)
- Total amount to be paid and the required payment terms
- Cancellation policy
How can you do this? Three simple options:
1. Written agreement / contract
Depending on the value of the agreement or the extent of the details involved, a formal contract will be best to have the terms clearly laid out for review and agreement by both parties. If your vendor does not have a contract template, there are a lot of templates online that you can download and edit accordingly.
2. Signed quotations detailing services to be provided
Some vendors will have a facility on their quotations for customer signature. Once the quotation is detailed i.e. outlines everything that is to be provided, this can also serve as an agreement.
3. An email detailing the offer and a response from the recepient as acceptance.
At it's very simplest form, emails can be used as an agreement. One party sends an email outlining all the details of the agreement, and the other part confirms receipt and agreement to the terms.
We have heard too many stories of clients not able to get redress because they had nothing in writing confirming what was agreed to with a vendor. It then becomes your word against theirs.
We assist with this under our Vendor Management Service. Not sure what details you need to have confirmed with your vendors or just want to ensure your bases are covered - contact us and we'll be happy to assist!
