# Event suppliers: keep your existing partners | SF Events Source: https://events.sourcing-force.com/en/blog/keep-existing-event-suppliers/ Keep your event suppliers and existing quotes. Define the services to entrust, responsibilities and approvals before requesting a coordination quote. Event budget / Practical guides / Practical guides Your event · Decisions to prepare # Keep your trusted event suppliers. Already chosen a venue or caterer? Keep your trusted event suppliers, then define responsibilities and the services for which you want support. Request a quote ↗Calculate my event budget ↗ ## Your takeaway checklist Handover checklist for each existing event supplier. Six points to check and space to prepare your event brief. Download the PDF checklist (1 page) ↧Distinguish a preference from a commitment.Gather the conditions relevant to the project.Delegate a precise scope.Clarify coordination and approvals.Start with a useful summary. ## Distinguish a preference from a commitment. List your suppliers and the status of each service: preferred partner, proposal received, internally approved choice or existing commitment. Having worked together before confirms neither dates nor conditions for the next event. Keep current quotes and agreements with their dates and versions. If a service is already committed, identify it and check its scope before taking any new action. The brief does not change an existing agreement. - Specify what you want to keep and why. - Identify services already covered. - Record availability and conditions still to confirm. ## Gather the conditions relevant to the project. Prepare service details, prices shown on the documents, their units and validity periods. Clarify inclusions, options and any special agreements. A condition applied to a previous event does not automatically apply to the next. In France, Service Public distinguishes general terms of sale from special conditions adapted to a commercial relationship. This French reference does not establish UK contract requirements. Gather applicable documents and check arrangements with authorised people; recording them in a planning sheet is not acceptance. Reference: Service Public Entreprendre · General terms of sale in France. - Identify deadlines and change conditions. - Distinguish a received proposal from an accepted agreement. - Keep questions open rather than inventing missing clauses. ## Delegate a precise scope. Support can cover an addition: accommodation around a selected venue, catering for a chosen room, an activity or coordination of several services. Describe boundaries and interfaces between services, including timings, deliveries and access. Fictional example: your usual caterer prepares dinner at a selected venue while another team arranges transfers. The brief keeps the caterer and venue, then describes the journeys to prepare. It does not require these choices to be tendered again. - List only the services to source or clarify. - Identify dependencies on the venue or another supplier. - Prepare a contact and expected decision for each service. ## Clarify coordination and approvals. Decide who communicates with each supplier, consolidates proposals and approves changes. Also specify deadline tracking, event-day organisation and service checks. Delegation should describe a task rather than leave people assuming someone else owns it. In the Events process, the Sourcing Force team supports the project and BME acts as the single supplier in the defined purchasing workflow for entrusted services. Each service keeps a separate status. An order in this workflow is confirmed only after BME receives the corresponding official purchase order; a click, AI summary or submitted brief is not enough. - Identify the people authorised to decide. - Distinguish committed services from those still to prepare. - Clarify the applicable workflow before entrusting a commitment. ## Start with a useful summary. To begin the brief, summarise the event, existing choices and services to entrust. Provide references and points to review, then organise transfer of authorised documents with your contact. Do not copy confidential information or unnecessary contact details into an AI field. CNIL recommends collecting only data needed for the purpose and limiting access. Apply this principle to preparation: an aggregate overview is enough to scope the project, while detailed documents remain in your organisation’s authorised process. Reference: CNIL · Six GDPR principles. - Describe constraints without named participant lists. - Check which documents and information you may share. - Request a quote for the scope agreed with the Sourcing Force team. Handover checklist for each existing event supplier Item to prepareUseful informationPoint to confirm Existing choiceSupplier and service concernedPreference, proposal or commitment? ServicesInclusions, timings and interfacesWhat scope is already covered? DocumentsReference, version and applicable agreementsWhich conditions still need checking? AdditionsServices and needs still openWhat do you want to entrust? ResponsibilitiesContact and approver per serviceWho approves changes? SharingRequirements summary and authorised documentsWhich information is necessary? ## Turn your plan into an event brief. Request a quote for coordination of the services you entrust, while keeping your usual event suppliers. Request a quote ↗ Compare supplier quotes for your corporate retreat → ## Sources - Service Public Entreprendre · General terms of sale in France — accessed October 7, 2026. - CNIL · Six GDPR principles — accessed October 7, 2026.