Logistics & Vendors
Managing Vendors at a Family Reunion (Caterers, DJs, Photographers)
Most vendor problems at reunions are caused by miscommunication, not malice. The caterer showed up at the wrong time because nobody confirmed the setup window. The photographer didn't know where to park. The DJ brought the wrong speakers because the venue size wasn't communicated. This guide covers contracts, day-of coordination, and what to do when something goes wrong.
Contracts: What to Sign and What to Watch For
Every vendor should have a written agreement - even if it's just an email confirmation. The more professional the vendor, the more formal the contract. Here's what every vendor agreement should specify:
Exact event date and start/end time
Not just 'July 4th' - 'Saturday, July 4, 2026. Vendor setup window: 8:00-9:30 AM. Service period: 10:00 AM to 5:00 PM. Breakdown by: 6:30 PM.'
Full venue address and vendor access instructions
The address isn't enough. Vendors need to know which entrance to use, where to park their equipment vehicle, and who to contact when they arrive. Specify this in writing.
Specific deliverables, not vague descriptions
'Catering for 80 people: Southern BBQ buffet with 3 proteins, 4 sides, rolls, condiments, serving utensils, and paper supplies' is a contract. 'BBQ catering' is a handshake deal waiting to go wrong.
Total cost, deposit amount, and payment schedule
What's due at booking, what's due by what date, and what's due on the day. Cash, check, or Venmo? Who receives payment? Get this in writing to prevent day-of confusion.
Cancellation and force majeure terms
What happens if you cancel? What happens if they cancel? What happens in a weather event? You may not need these clauses, but you want to know what they say before you sign.
Headcount deadline for caterers
The date by which you need to give a final headcount to the caterer. This should be 5-7 days before the event, not the day before. Confirm this in the contract.
Vendor-Specific Coordination Guides
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Track your vendor details in Reunly
Store vendor contacts, payment schedules, and day-of notes in your Reunly event - your whole committee has access, not just you.
Payment Timeline Best Practices
Late payments damage vendor relationships and put your deposits at risk. Here's the payment timeline that protects your event:
At signing
25-50% deposit
Required to hold the date. Never pay in full upfront for a first-time vendor. Keep records of all payments.
4-6 weeks before the event
Second installment (if applicable)
Some vendors require a second payment mid-way. Budget for this so it doesn't surprise your cash flow.
5-7 days before the event
Remaining balance
Pay the balance before the event. Day-of payment discussions are unprofessional and distracting. Pay early, confirm receipt.
Day of (tips)
Cash tips
Have cash tips ready for the caterer crew, the photographer, and the DJ. $50-100 for the lead person is standard. This is a separate line item in your budget - don't forget it.
Keep Your Vendor Details Organized
Store all your vendor contacts, payment schedules, and arrival times in Reunly - accessible to your whole team, from any device.
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