Vendor Coordination Messages
Turns your event notes into a separate, clear message for each vendor.
Before and after
4 messages written: Harriet Novak (caterer), Hazel Palmer (florist), Heidi Ramsey (DJ), Henry Sims (venue).
To: Harriet Novak, Honeyglen Catering
Hi Harriet, here is your update for Helen Sandoval's 50th birthday dinner on Saturday, June 14 at 4326 Frostglen St, Orchardcroft.
- Arrive: 2:00 pm for kitchen setup. Please use the side door for load in.
- Cocktails: 5:30 pm
- Dinner: 6:45 pm
- Toast: 8:15 pm
- Everyone out by: 11:30 pm
Changes: - Guest count is now 72 (was 68).
- Dinner is now 6:45 pm (was 7:00 pm).
Plates: 72 plated dinners, 6 of them vegetarian.
For load in questions, the venue manager is Henry Sims at 262-555-0137. You can reach me at 262-555-0136.
Please reply by Friday, June 6 to confirm the count, plates, and times.
Harold Mendez, Heronglen Event Planning
To: Hazel Palmer
Hi Hazel, here is your update for Helen Sandoval's 50th birthday dinner on Saturday, June 14 at 4326 Frostglen St, Orchardcroft.
- Delivery: 3:30 pm. Please unload at the side door.
- Pieces: 9 centerpieces for the 9 tables, plus 1 welcome table arrangement (10 pieces total)
- Guests arrive for cocktails at 5:30 pm.
Change: - Delivery is now 3:30 pm (was 4:00 pm).
We have your black 2011 Nissan Sentra noted for the delivery. The venue is setting the 9 tables by 3:30 pm. For load in questions, the venue manager is Henry Sims at 262-555-0137. You can reach me at 262-555-0136.
Please reply by Friday, June 6 to confirm the new delivery time.
Harold Mendez, Heronglen Event Planning
To: Heidi Ramsey
Hi Heidi, here is your update for Helen Sandoval's 50th birthday dinner on Saturday, June 14 at 4326 Frostglen St, Orchardcroft.
- Arrive: 4:00 pm at the side door
- Sound check: 4:45 pm
- Music starts: 5:30 pm for cocktails
- Dinner: 6:45 pm
- Toast: 8:15 pm. We need a mic for the toast.
- Music ends: 10:30 pm
- Everyone out by: 11:30 pm
Change: - Dinner is now 6:45 pm (was 7:00 pm).
For load in questions, the venue manager is Henry Sims at 262-555-0137. You can reach me at 262-555-0136.
Please reply by Friday, June 6 to confirm the times and the mic.
Harold Mendez, Heronglen Event Planning
To: Henry Sims
Hi Henry, here is the updated plan for Helen Sandoval's 50th birthday dinner on Saturday, June 14 at 4326 Frostglen St, Orchardcroft. Please confirm the items below.
- Building opens at 1:30 pm.
- The kitchen is ours from 2:00 pm for Harriet Novak of Honeyglen Catering.
- The side door is used for all vendor load in.
- 9 round tables of 8 set by 3:30 pm.
- Vendor arrivals: caterer 2:00 pm, florist Hazel Palmer 3:30 pm, DJ Heidi Ramsey 4:00 pm
- Cocktails 5:30 pm, dinner 6:45 pm, toast 8:15 pm, music ends 10:30 pm, everyone out by 11:30 pm
Changes: - Guest count is now 72 (was 68).
- Dinner is now 6:45 pm (was 7:00 pm).
You can reach me at 262-555-0136. Please reply by Friday, June 6 to confirm.
Harold Mendez, Heronglen Event Planning
Questions for the owner
- Is there a final allergy or dietary list beyond the 6 vegetarian plates for Harriet?
- Where should Hazel park the black 2011 Nissan Sentra after unloading?
- What are the power and setup needs for Heidi's equipment?
- What should happen to the centerpieces at the end of the night?
- Does the venue require anything from vendors (such as proof of insurance) before load in? Please confirm with Henry.
What it does
Turns your event notes into a separate, clear message for each vendor. Each vendor gets only what they need to do their job: when to arrive, where to go, what is expected, what changed, and who to call.
Use it when: Use when an event planner needs to write messages to vendors such as the caterer, florist, DJ, rentals, or venue manager about arrival times, setup, headcount, schedule changes, or confirmations. Owner might say: write the vendor updates, message the caterer and florist, send everyone the final timeline, or tell the vendors about the change.