Vendor Commitments

Florists, caterers, photographers, bands and rental companies each make a commitment to a specific event. A vendor commitment records the vendor, the date the service is required by, the agreed fee and the couple’s approval. It belongs to one event and one organization, so the planner can see every vendor booked for that day and what each one costs.

A commitment starts as Draft while the Vendor Coordinator agrees the details. It is Submitted when ready for review, then Approved or Rejected by the Planning Director, who records the decision date. After the vendor delivers, it is marked Completed.

• Client approval on file. The coordinator records how and when the couple approved the vendor and fee before submitting the commitment.
• Independent decision. The Planning Director decides each submitted commitment. A commitment changed after submission needs a new decision.
• Deadlines in one list. Required-by dates for submitted and approved commitments sit together, so the team sees which vendor needs a final count or payment next.

Agree what counts as client approval: a signed proposal, an email or a note from a meeting. Decide which commitments need the Planning Director’s approval and whether any fee limit applies. Agree how the vendor name is written so reports group the same vendor together. Attach contracts and quotes to the event as documents.

For the vineyard reception, the Vendor Coordinator agrees a floral package with a local florist: centerpieces and a ceremony arch, required by the Saturday morning, with an agreed fee of $6,800. The couple approves the proposal by email on Tuesday, and the coordinator records that approval and submits the commitment.

The Planning Director checks the fee against the couple’s agreed budget, sees the client approval and approves the commitment. The decision date and an operation receipt are recorded. Two weeks later the couple adds a second arch. The coordinator updates the commitment and submits the new version, which waits for its own decision before the florist is told to proceed.

• Vendor Commitments Awaiting Approval — Submitted commitments with vendor, deadline, fee and client approval for the Planning Director.
• Vendor Commitment Board — Every commitment grouped by status, with event, vendor and fee.
• Vendor Due Dates — Submitted and approved commitments by required-by date.

• Vendor commitment approval: From a drafted commitment with client approval to a decided and completed booking.
• Event plan to close: See where vendor confirmation sits in the event lifecycle.

Check who may approve commitments before inviting coordinators.