Vendor and Performer Management Template

More event-management templates

Efficiently manage communication and tasks related to vendors and performers with this comprehensive template. Ensure all parties are well-coordinated and all tasks are completed on time for a successful event.

This template helps you streamline the process of managing vendors and performers, ensuring all necessary information is shared and all tasks are tracked, from initial contact to post-event debrief.

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Vendor and Performer Management for Priority Matrix

Vendor and Performer Management in Priority Matrix

Coordinate vendors and performers efficiently to ensure a smooth event execution.

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Proposed Tasks

Urgent and Important

  • Contact performers for availability - due in 1 day
    ☐ Prepare list of performers ☐ Contact each performer ☐ Confirm availability
  • Negotiate contracts with vendors - due in 1 week
    ☐ Prepare list of vendors ☐ Contact each vendor ☐ Negotiate terms
  • Conduct final rehearsals - due in 6 weeks
    ☐ Coordinate with performers ☐ Oversee rehearsals
  • Conduct final vendor checks - due in 2 months
    ☐ Confirm delivery times ☐ Ensure all goods have been received
  • Oversee event setup - due in 2 months
    ☐ Oversee setup of stage ☐ Ensure all equipment is working
  • Conduct final performer checks - due in 2 months
    ☐ Confirm arrival times ☐ Ensure all performers are ready
  • Oversee event - due in 2 months
    ☐ Oversee event ☐ Ensure all runs smoothly

Important, Not Urgent

  • Finalize event schedule - due in 2 weeks
    ☐ Coordinate with performers ☐ Coordinate with vendors ☐ Finalize schedule
  • Prepare event site - due in 5 weeks
    ☐ Coordinate with site manager ☐ Oversee setup
  • Finalize event program - due in 7 weeks
    ☐ Finalize order of performances ☐ Print programs
  • Review emergency procedures - due in 2 months
    ☐ Review emergency evacuation procedures ☐ Ensure all staff are aware of procedures
  • Event debrief - due in 2 months
    ☐ Conduct post-event debrief ☐ Identify areas for improvement
  • Prepare event report - due in 3 months
    ☐ Prepare event report ☐ Identify areas for improvement
  • Prepare financial report - due in 3 months
    ☐ Prepare financial report ☐ Identify areas for cost savings

Urgent, Not Important

  • Organize transportation for performers - due in 3 weeks
    ☐ Confirm arrival/departure times ☐ Arrange transport
  • Confirm vendor deliveries - due in 1 month
    ☐ Confirm delivery times ☐ Arrange for receipt of goods
  • Confirm event insurance - due in 2 months
    ☐ Confirm coverage details ☐ Provide necessary documentation
  • Post-event performer checks - due in 2 months
    ☐ Ensure all performers have been paid ☐ Confirm all performers have left the site
  • Post-event vendor checks - due in 2 months
    ☐ Confirm all goods have been collected ☐ Ensure site is clean

Not Urgent, Not Important

  • Plan for next event - due in 3 months
    ☐ Begin planning for next event ☐ Identify potential performers and vendors