- Opening : Mon-Fri 08:00 - 18:00
What Makes a Solid Vendor Brief?
Learn the 3 essentials every vendor brief should include for smooth, stress-free events in Kenya.
Victor
August 20, 2025
2
min read
Learn the 3 essentials every vendor brief should include for smooth, stress-free events in Kenya.
In Kenya’s fast-paced events industry, vendors can make or break an experience. But here’s the thing: how your vendors determine whether your event runs smoothly or turns into a logistical nightmare. A strong vendor brief sets the tone, builds trust, and ensures everyone is on the same page. So, what exactly makes a solid vendor brief? Let’s break it down into three essentials.
1. Clear Scope of Work
Your brief should clearly state what you expect from the vendor. For example, if you’re working with a caterer in Nairobi, outline not just the menu but also service style (buffet, plated, or cocktail), number of staff required, and setup details. Without a defined scope, vendors may assume responsibilities that don’t align with your vision—or worse, leave out critical tasks. This often leads to last-minute confusion, unmet expectations, and awkward blame games on event day.
2. Timelines & Deliverables
In the Kenyan events scene, timing is everything. Your vendor brief should map out delivery timelines, setup hours, and deadlines for approvals. Think of an AV supplier—if they don’t know when to arrive for sound checks or how long they have for installation, you risk delays that ripple into the rest of the program. Without clear timelines, even the best vendors may struggle to deliver, leaving your event vulnerable to unnecessary hiccups.
3. Budget & Payment Terms
Money conversations can be tricky, but they’re non-negotiable in a vendor brief. Specify your budget range and payment schedule upfront. For example, décor vendors in Westlands or Karen often require deposits to secure materials. If you skip these details, you open the door to hidden costs, disputes, or vendors backing out last-minute. A clear financial framework builds trust and avoids uncomfortable surprises for both sides.
A solid vendor brief isn’t just paperwork, it's your event’s blueprint. It protects relationships, minimizes risks, and helps vendors bring your vision to life with precision. In Kenya’s competitive events industry, where margins for error are razor-thin, a well-thought-out vendor brief can be the difference between a show-stopping success and a chaotic disaster.
Want to dive deeper into conversations like this? Join our Community, a space where event professionals connect with industry experts, share insights, and unlock real opportunities in the Kenyan events industry.
