Why a vendor checklist saves the day
The reason reunions go over budget or fall flat is rarely one big mistake, it is a dozen small gaps. A forgotten bartender means a dry night. A DJ who assumed you were providing speakers means silence. A caterer whose quote left off the 22% service charge means a surprise invoice. A vendor checklist turns a scramble into a sequence. It tells you who to book, in what order, and exactly what to nail down before money changes hands. Work it top to bottom and you will not discover a hole the week of the event.
The vendor checklist, in booking order
Venue and caterer
Lock these first, since every other vendor works around them. Some venues require in-house catering or an approved list. Confirm the date, the food-and-beverage minimum, the service charge, and whether tables and chairs are included.
Bartender and bar plan
Decide open bar, cash bar, or drink tickets, then confirm who is licensed to pour. Ask about liquor liability insurance, corkage if you bring your own, and whether the venue or a separate bar service handles it.
DJ or music and A/V
Book the DJ 6 to 9 months out for prime dates. Confirm they bring their own speakers and mics, can play a slideshow, take requests, and have a backup plan if gear fails. Clarify overtime rates.
Photographer and rentals
Hire a photographer for the group shot and candids, and confirm how many hours and how you get the files. Then fill gaps with rentals: linens, a photo booth, lighting, a projector, or extra tables the venue does not supply.
Questions to ask every vendor before you sign
Run this same short interview with each vendor. The answers protect your budget and your night.
- Are you available on our exact date? Confirm in writing before any other conversation.
- What is the all-in total? Get the number including service charge, tax, travel, and overtime, not just the headline rate.
- What are the deposit and cancellation terms? Know what you owe up front and what you lose if plans change.
- What exactly is included, and what is extra? Nail down setup, teardown, equipment, and staffing so nothing is assumed.
Frequently asked questions
What vendors do I need for a class reunion?
What should I ask vendors before booking?
When should I book reunion vendors?
Fund your vendors with ticket sales
Class Reunly collects ticket payments online so you have real money in hand to pay deposits, and a running budget that shows what each vendor leaves you to spend.
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