*Use this sheet to record each vendor's contracted scope, date-specific contact, arrival window, payment deadline and backup plan. Confirm details from signed agreements before sharing the final sheet.
Ensure your event team, day-of coordinator, and key stakeholders also have copies so everyone is aligned and can troubleshoot is needs-be. See also our Cincinnati Corporate Events Guide.*
Event Details
Event Name: ___________________________
Event Date: ___________________________
Event Location: ___________________________
Venue
Venue Name: ___________________________
Contact Person: ___________________________
Phone: ___________________________
Email: ___________________________
Website: ___________________________
Contract Details:
- Rental Fee: $___________
- Security Deposit: $___________
- Setup Time: ___________
- Event Time: ___________
- Breakdown Time: ___________
- Payment Schedule: ___________
- Cancellation Policy: ___________
Notes:
Catering
Company Name: ___________________________
Contact Person: ___________________________
Phone: ___________________________
Email: ___________________________
Website: ___________________________
Contract Details:
- Menu: ___________
- Per Person Cost: $___________
- Total Cost: $___________
- Service Staff Included: ā Yes ā No
- Gratuity: ___________
- Payment Schedule: ___________
- Final Headcount Due: ___________
Dietary Restrictions to Accommodate:
Notes:
Bar Service
Company Name: ___________________________
Contact Person: ___________________________
Phone: ___________________________
Email: ___________________________
Website: ___________________________
Contract Details:
- Bar Package: ___________
- Per Person Cost: $___________
- Total Cost: $___________
- Bartender Fee: $___________
- Gratuity: ___________
- Payment Schedule: ___________
Notes:
Photography/Videography
Company Name: ___________________________
Contact Person: ___________________________
Phone: ___________________________
Email: ___________________________
Website: ___________________________
Contract Details:
- Hours of Coverage: ___________
- Hourly Rate: $___________
- Total Cost: $___________
- Deliverables: ___________
- Delivery Timeline: ___________
- Payment Schedule: ___________
Shot List:
Notes:
Entertainment (DJ/Band/Activities)
Company Name: ___________________________
Contact Person: ___________________________
Phone: ___________________________
Email: ___________________________
Website: ___________________________
Contract Details:
- Service Type: ___________
- Hours: ___________
- Total Cost: $___________
- Equipment Provided: ___________
- Payment Schedule: ___________
Special Requests:
Notes:
Event Planner/Coordinator
Company Name: ___________________________
Contact Person: ___________________________
Phone: ___________________________
Email: ___________________________
Website: ___________________________
Contract Details:
- Service Level: ā Full Planning ā Day-of Coordination ā Partial Planning
- Total Cost: $___________
- Payment Schedule: ___________
Notes:
Transportation
Company Name: ___________________________
Contact Person: ___________________________
Phone: ___________________________
Email: ___________________________
Website: ___________________________
Contract Details:
- Service Type: ___________
- Number of Vehicles: ___________
- Total Cost: $___________
- Payment Schedule: ___________
Notes:
Rentals (Equipment/Furniture)
Company Name: ___________________________
Contact Person: ___________________________
Phone: ___________________________
Email: ___________________________
Website: ___________________________
Contract Details:
- Items Rented: ___________
- Delivery Date/Time: ___________
- Pickup Date/Time: ___________
- Total Cost: $___________
- Payment Schedule: ___________
Notes:
Other Vendors
Vendor 1
Company Name: ___________________________
Service Type: ___________________________
Contact Person: ___________________________
Phone: ___________________________
Email: ___________________________
Website: ___________________________
Total Cost: $___________
Payment Schedule: ___________
Notes:
Vendor 2
Company Name: ___________________________
Service Type: ___________________________
Contact Person: ___________________________
Phone: ___________________________
Email: ___________________________
Website: ___________________________
Total Cost: $___________
Payment Schedule: ___________
Notes:
Payment Tracking
| Vendor | Total Cost | Deposit Paid | Balance Due | Final Payment Date | Status |
|---|---|---|---|---|---|
| Venue | $ | $ | $ | ā Paid | |
| Catering | $ | $ | $ | ā Paid | |
| Bar Service | $ | $ | $ | ā Paid | |
| Photography | $ | $ | $ | ā Paid | |
| Entertainment | $ | $ | $ | ā Paid | |
| Event Planner | $ | $ | $ | ā Paid | |
| Transportation | $ | $ | $ | ā Paid | |
| Rentals | $ | $ | $ | ā Paid | |
| Other | $ | $ | $ | ā Paid | |
| TOTAL | $ | $ | $ |
Vendor Communication Log
Use this section to track important communications with your vendors.
| Date | Vendor | Topic | Action Items | Follow-Up Date |
|---|---|---|---|---|
Day-of Vendor Arrival Schedule
| Vendor | Arrival Time | Contact Person | Phone | Status |
|---|---|---|---|---|
| Venue (Setup) | ā Confirmed | |||
| Catering | ā Confirmed | |||
| Bar Service | ā Confirmed | |||
| Photography | ā Confirmed | |||
| Entertainment | ā Confirmed | |||
| Rentals (Delivery) | ā Confirmed | |||
| Other | ā Confirmed |
Emergency Contacts
Venue Manager: ___________________________
Catering Manager: ___________________________
Event Planner: ___________________________
Your Team Lead: ___________________________
Related Resources:
- Ultimate Cincinnati Corporate Events Guide - Complete strategic planning guide for SMBs
- Corporate Event Budget Worksheet - Track all expenses and ROI
- Corporate Event Day-Of Timeline - Minute-by-minute schedule template
Planning a corporate event in Cincinnati? Ask Somerhaus which vendor requirements apply to your event: Contact Somerhaus
