Active vendor partnerships
We maintain working relationships with caterers, AV technicians, florists, and logistics providers across Mykolaiv Oblast. Students observe real negotiation calls and review actual contracts used in our operations.
Lecture modules
Case studies
Hours total
Each module follows a consistent pattern that moves from theory to application
We present the vendor management framework with terminology definitions and relationship mapping tools.
Students examine contracts, RFPs, and vendor agreements from completed events with identifying details removed.
We simulate vendor negotiations, budget conflicts, and last-minute substitutions using documented cases from our event history.
Instructors provide written assessments on negotiation approach, contract clause interpretation, and risk identification.
Event success depends on coordinating multiple service providers who operate independently. A caterer delivers 240 meals at 18:00, a sound technician needs power access by 14:00, and a florist requires table setup completion by 16:30. These dependencies create a coordination challenge that grows exponentially with event size.
We teach students to map these dependencies, identify critical path items, and build communication protocols that prevent cascading delays. The lecture series includes 14 real vendor failures from our event history, showing what went wrong and how we restructured our processes afterward.
Students learn to write service agreements that specify delivery windows, quality standards, and penalty clauses. They practice reading vendor insurance certificates, verifying licensing requirements, and conducting site walkthroughs with technical providers.
The curriculum covers vendor selection, contract negotiation, performance monitoring, and relationship maintenance
How to evaluate vendor capabilities through reference checks, portfolio review, and trial projects. We provide a 23-point assessment checklist developed from 86 vendor evaluations conducted between 2019 and 2024.
Students examine 18 different contract templates covering catering, AV rental, venue services, and transportation. Each template includes clause-by-clause explanations of liability limits, cancellation terms, and force majeure provisions.
We teach price negotiation through documented examples showing initial quotes, counter-offers, and final agreements. Students learn when to negotiate price versus payment terms versus scope adjustments.
How to establish measurable quality standards for vendor deliverables. The course includes inspection checklists for catering presentation, AV equipment functionality, and venue setup completion.
Students review 11 vendor failure scenarios including no-shows, equipment malfunctions, and quality issues. Each case study includes the original timeline, what went wrong, how we responded, and what we changed afterward.
Long-term vendor relationships reduce costs and improve reliability. We show students how to structure feedback sessions, conduct annual reviews, and negotiate multi-event agreements that benefit both parties.
Students observe vendor site visits where technical requirements are confirmed, load-in schedules are established, and potential conflicts are identified before event day.
We demonstrate the documentation workflow that tracks vendor communications, contract modifications, and performance notes across multiple concurrent events.