The Differences Between Preferred Vendors & Approved Vendors Lists

​Venues take different approaches to vendor access when an event is booked. The three common options are preferred vendors, approved vendors, and none specified. Let’s discuss what each of these options looks like as you consider the best venue for your event.

For this discussion, let’s define two terms:

Venue: The location where an event or meeting takes place.

Vendor: ven·dor

/ˈvendər,ˈvenˌdôr/ a person or company offering something for sale, especially a trader in the street.

Preferred vendors

Venues that offer a preferred vendor list have worked to thoroughly vet and compile a list of vendors with whom they have worked in the past. These vendors have an established relationship and reputation with the venue.

Venues that offer a preferred vendor list are flexible in the requirement to use the vendors listed. That means if a client prefers a different florist or cake maker, they are free to use those vendors instead of the preferred vendor list. This flexibility is attractive because clients are not locked in with vendors who do not meet their needs or vision for the event they will have.

Generally, a preferred vendor list will be limited in scope and highlight only one or two vendors in each relevant category, as their relationship is mutually beneficial, but not exclusive.

Approved vendors

Venues that offer an approved vendor list have compiled a list of vendors and executed contracts with those vendors only. This list will contain only the vendors that clients are permitted to work with if they select that venue. There is no option to use a vendor not on the approved list, so this option is much less flexible.

Generally, an approved vendor list will offer 2-3 options within each category so that clients have some ability to choose the type of vendor they prefer. Venues with approved lists sometimes offer clients the option to pay a fee in order to use an outside vendor. The list of categories may not be extensive, but cover the bigger items like catering, entertainment, floral, and cakes. Any vendors required outside of the approved list generally require approval from the venue.

None specified

This will most likely be an uncommon situation, but some venues may not require you to use approved vendors, and they may have no preferred vendors list. In this situation, the bride and groom have complete freedom to choose vendors they prefer. The drawback to this is that in some cases, it can be challenging to find vendors unless you already have favorites in mind. The positive side is that the possibilities are endless.

At Royal Affairs Ballroom, we offer a preferred vendor list. This list has been compiled from decades of serving the area of Old Town Lewisville and working with these vendors countless times. Their expertise is proven, and they have always exceeded our expectations. We do not have vendors for every category our clients may need, but that allows for freedom to choose. We do strongly recommend using our preferred vendors as they are the best in their business.

We pride ourselves on providing a stress-free experience for our clients, and to that end, we have carefully selected vendors who meet our high standards for quality and customer service. We look forward to working with clients in planning events for the future. Call us today at 972-221-6565 to schedule your fall banquets, parties, and winter celebrations.