Set expectations early (and kindly)
Share your date, approximate guest count, budget range and style upfront. Vendors do their best work when they know the container they’re designing inside.
Working With Vendors
Turn your vendor team into a calm, aligned crew.
Great events rarely come from one person. They come from a tiny army of caterers, decorators, photographers, planners and DJs who all understand the same plan.
This guide shows you how to communicate with vendors like a seasoned planner—even if this is your first big event.
Vendor inbox3 open threads
Caterer • Delight FoodsMenu finalised
Photographer • Lens StudioAwaiting contract
DJ • Pulse SoundPlaylist shared
RSVPFlow keeps all vendor messages and status updates here—so you don't have to scroll through three different apps on the event day.
Keep communication in one calm place
Instead of scattered WhatsApp chats, email threads and DMs, keep messages, files and decisions in a single shared space.
Confirm everything in writing
Dates, times, deliverables, payment schedules, cancellation and overtime rules all belong in clear written agreements.
Update vendors as things change
Guest counts, timelines, layouts and meals shift. A short, clear update before the event day is worth ten panicked calls on the morning.