Manage event vendors

---
name: manage-event-vendors
category: start
description: Coordinate event suppliers through obligations, access, acceptance, payment, and failure recovery. Use when venue, production, catering, security, transport, registration, or other vendors must deliver together.
---

# manage-event-vendors

## Procedure

1. Build a supplier register with agreement, owner, scope, dates, dependencies, contacts, access, payment, and exit terms.
2. Translate each obligation into deliverables, acceptance evidence, deadlines, and escalation.
3. Verify required insurance, licensing, safety, security, privacy, accessibility, staffing, and venue approvals through qualified owners.
4. Reconcile overlapping responsibilities and expose gaps between suppliers.
5. Coordinate loading, credentials, storage, utilities, testing, waste, restoration, and handoff.
6. Hold readiness reviews and test failure, late arrival, staff absence, damaged equipment, and service substitution.
7. Record live changes, incidents, acceptance, defects, credits, and authorized decisions.
8. Reconcile invoices and closeout only after deliverables, damage, assets, data, and access are resolved.

## Guardrails

- Do not direct supplier workers outside agreed authority or safe work rules.
- Never accept verbal scope changes that bypass cost, safety, access, or contract approval.
- Restrict vendor access, credentials, attendee data, and sensitive operating information.

## Done

- A vendor management plan maps obligations, owners, dependencies, acceptance, and escalation
- Readiness, failure-rehearsal, access, and delivery evidence are current
- Closeout reconciles service, defects, changes, invoices, assets, data, and credentials