Building Strong Venue-Vendor Partnerships: What It Takes to Stand Out Shannon Tarrant
Want to create lasting relationships with venues and become a go-to vendor? Discover the secrets to thriving partnerships that can transform your business.
Navigating the dynamic relationship between venues and vendors can be a game-changer for wedding professionals. Shannon Tarrant, founder of Venue Help Desk, shares her insider expertise on how to foster strong partnerships and why these relationships are essential for long-term success.
As a former venue sales and marketing director, Shannon has seen it all—the good, the bad, and the outright lazy attempts vendors make to secure a spot on preferred vendor lists. She emphasizes that it's about more than just asking to "get on the list." It's about building trust, maintaining open communication, and consistently delivering exceptional service.
Shannon highlights the power of referrals. Clients who come through venues close faster and often spend more because trust has already been established. She also stresses the importance of going beyond the basics: engage on social media, tag venues in your posts, and find creative ways to add value to their events.
Being proactive is another cornerstone of Shannon’s advice. Reach out to venues before your event, ask how to meet their expectations, and always follow up after the event to get feedback. By doing this, you’re not only strengthening your reputation but also ensuring that you remain on their radar for future recommendations.
Whether you’re a seasoned vendor or just starting, Shannon’s practical strategies remind us that relationships, not cold emails, pave the way to success.
Updated Highlights:
- The benefits of venue referrals: faster bookings and higher client spend.
- How to build relationships through social media engagement and tagging.
- Why reaching out before and following up after events strengthens partnerships.
- Creative ways to add value, like extra setup touches or support during venue events.
- How to handle mistakes professionally: own them, communicate openly, and implement solutions to rebuild trust.
- Tips for finding opportunities with new venues and trending vendors.
We’d love to hear your thoughts on this episode! Please take a moment to share your feedback, leave a rating, and review the show. Don’t forget to subscribe and share it with your fellow wedding professionals.
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Transcript
Kevin Dennis (0:0.928)
All right, well, welcome to another episode of Mind Your Wedding Business. I have the one and only Shannon Tarrant. Did I say your last name right? I feel like I messed it up. So she's with the Venue Help Desk, and she's here today to help us talk about that relationship between the venues and the vendors, which could be a, this is gonna be a kind of controversial, we're gonna get into it on this one, feel like. It's gonna be hot topic because, well, and it's funny, in my area, there's a venue that is really rubbing people the wrong way, too, so.
Shannon Tarrant (0:6.801)
You did!
Shannon Tarrant (0:20.850)
Hot topic.
Kevin Dennis (0:29.624)
Hopefully they'll listen to this episode. But anyway, all right, as we dive in, tell us a little bit about yourself and how did we get to Shannon today?
Shannon Tarrant (0:39.346)
Yeah, so your quick overviews. I started my career in offsite catering. So I got the ability to bop in and out of venues all over my area in central Florida as a vendor. And then the next step in my career was to go from vendor to venue. And so I worked at a venue for five years as their sales and marketing director. And then the long story short was I was just got sick of rides. I had had enough. We were high volume venue and I needed a break.
from all the crazy crap that happens with weddings and brides and couples and realized that there was a giant hole in our market here in the Orlando area of couples who were searching to find a venue and most of the national directories, it's only pay to play. So if you were not a paying advertiser, they removed all the free listings. And so I built a directory, which was like a super detailed search engine specifically for venues in Orlando. So I get to in that business, which I still have.
I get to live in this weird space in between the couples planning their events and also the venues and the vendors and all of their B2B local stuff. And I spent so much time working with venues in one market that we launched a second company called Venue Help Desk. And that's where we have educational tools and resources and freebie downloads and amazing partners that we work with to be able to help venues really elevate their business. And that's Venue Help Desk.
Kevin Dennis (1:53.548)
Mm.
Shannon Tarrant (2:6.728)
So I still do both wedding venue map and venue help desk and I'm nuts, but I think it's great cause there's so much overlap. Like I feel like I get to hear more directly from the venues than most vendors. Like we hear behind the scenes. Like they call me with all the dirty vendor drama without ever really telling anybody else. So lots of hot topic stuff today.
Kevin Dennis (2:9.646)
Cause you're
Kevin Dennis (2:20.041)
Mmm.
Kevin Dennis (2:32.462)
Yeah, we're going to get into it because I think this if a vendor works hard at what they do, they can build their whole business off of a relationship between the venue and vendor, you know, that whole relationship. Because if you get in good with, you know, a handful of venues, you're going to be set for a while. So but you got to continue. Yeah. No, I was going to say, but you got to remember, you got to continue to build it. So it doesn't. Yeah, people, that's where.
Shannon Tarrant (2:52.690)
Yeah, think the, good, yeah.
Shannon Tarrant (2:59.560)
Mm-hmm.
Kevin Dennis (3:1.922)
People are like, oh, I worked there last week. Why am I not there this week? Because you weren't nice to them last week.
Shannon Tarrant (3:8.624)
Yeah, I will add on to what you said that like the venue matters. I would say the three things that matter right now is the venue relationship. One, the second is your Instagram and your website because doesn't matter how much a venue speaks about you, talks about you, refers you. If at the end of the day, you are not like when they refer you, that is where the clientele goes. So if we've done some like
Kevin Dennis (3:20.942)
Mmm.
Shannon Tarrant (3:37.298)
I do a lot of wedding shows, like too many. And so each wedding show we do, we do a data point that we ask couples. And this, the last six months, the data point has been, do they go to Instagram or to Google? You tell them to look someone up. Yeah. So like I'll say, you know, check out Kevin at Fantasy Sounds. they're like, and they, just say, check it out. And when they go to their phone and they go to Instagram, I'm like, can I ask how old you are?
So it was like under 32, they 100 % go to Instagram, or it was like 96 % go to Instagram first. And then over 35, they go to Google first. In between, it was like 50-50, right? So...
Kevin Dennis (4:9.837)
Wow.
Kevin Dennis (4:15.691)
Oh wow, that's me. I'm the Google. I'm a Google person. Yeah.
Shannon Tarrant (4:19.546)
Yeah, me too. Right. I'm in that same. So, but the challenge is it doesn't matter how much the venue loves you. They could be referring you all day. If then the person who gets referred goes to your Google, it goes to Google you, which will get to your website or your Instagram. And those two aren't up to par. You've kind of screwed the referral. Like you've lost it.
Kevin Dennis (4:40.610)
Mmm. I get it. There's so much that goes into this having a business thing. It's hard, Shannon.
Shannon Tarrant (4:48.520)
So hard. You don't have to do all the things, but you have to do a good amount of them.
Kevin Dennis (4:52.864)
You have to do some of the things. right. So how and why is a venue vendor relationship so important?
Shannon Tarrant (5:0.656)
I think that the proven statistics and everything when it comes to marketing is the quality of a referral is a whole different ball game in terms of two factors. One, the lead closes faster. That referral has already done a really good job of usually vetting you to some extent. They know you're of a quality individual in terms of the work you do. They've already built the trust with the customer. So by the time they refer it to you, you don't have to work as
Kevin Dennis (5:25.582)
Mm.
Shannon Tarrant (5:29.054)
hard to close the lead. They also tend to not ghost you when they were a referral because they kind of know there's a person on the other side. The lead closes faster. But the second big piece of that is also that referrals tend to spend more money because that trust is inherent. They're usually willing. They're not as guarded with the pocketbook, right? Oh, the overall spend. And it might not be on initial contract, but if I know that you're preferred at my venue and that venue already trusts you and
Kevin Dennis (5:33.358)
Hmm.
Kevin Dennis (5:43.575)
Hmm
Kevin Dennis (5:50.615)
Hmm.
Shannon Tarrant (5:58.958)
I book you for let's say DJ, and then all of a sudden I'm over at the venue and I'm, oh, walking through the space and like, oh, and they mentioned the word lighting. Well, of course it's going to go right back to you who's already, but so the average spend of a referral over the lifetime of that customer tends to be higher. So if you could build a marketing platform, right, which that's what it is, it's referral marketing. If you build a marketing channel, you know, or a funnel that you knew could close faster and spend more.
Kevin Dennis (6:8.174)
Mm-hmm.
Kevin Dennis (6:16.302)
Mmm.
Shannon Tarrant (6:28.786)
Why wouldn't you put more energy there than something like social media ads?
Kevin Dennis (6:34.260)
Mm-hmm. Yeah, that's amazing. Because I think it's, like you said, they book so much. They come in ready to spend money because they feel comfortable already. They're not going to vet you as much. anyway. All right. So let's talk about the preferred vendor list because this is kind of up. Yeah, let's jump right in. Because it is. Because it so much is. And I feel like people don't realize that those
Shannon Tarrant (6:44.957)
Yeah.
Shannon Tarrant (6:52.254)
Hmm
Stop it.
Kevin Dennis (7:3.264)
You're renewable, know, those lists get looked at constantly and you know, you're only as good as your last wedding But they they forget all that good stuff. But what are the best ways for uh, yeah Yeah But what are the best ways for a venue to vet vendors to make sure they're the right fit for them?
Shannon Tarrant (7:6.427)
Mm-hmm.
Shannon Tarrant (7:12.158)
True story.
Shannon Tarrant (7:22.428)
Yeah, I mean, one of my very favorite tools I think every venue should have is a vendor application. And if you head over to the venue help desk website, there's, I think it's on the free resources page, there's like a sample of the vendor application. So I think every venue should create a forum on their site that's a vendor application. And these are the things, you know, the most basic information is all the contact info, learning what services does that actually provide? What's the range of price point?
Kevin Dennis (7:28.109)
Oh.
Kevin Dennis (7:41.325)
Mm-hmm.
Shannon Tarrant (7:50.558)
You know, are you more budget friendly? Are you the average middle of the road price point? Are you on the luck side? Cause if I know a bride says, I really don't care about the cake. I'm not sending her to the most expensive cake baker in town. Right? So I need to know your general price range, not your exact prices, your ranges. like business license and insurance should be the bare bones minimum liability insurance business license. But as a venue, I'm also looking to see like how you get back. So what I mean by that is.
Kevin Dennis (7:56.098)
Mm-hmm.
Kevin Dennis (8:6.350)
Mm-hmm.
Shannon Tarrant (8:18.802)
when you post on social media, do you location tag and tag the venue? If you're posting a wedding and you're out of space, are you location tagging, tagging me on the image and tagging me in the caption, right? So that it gives, so like, what does that situation look like in the easy ways that a vendor could give back? So I do wanna see your website, your social media presence.
You know, how easy is your contact info to find? Is it in the footer on your website? Because I don't want the couple coming back to me and being like, what's their email address? I couldn't find any of the info. So I think you have to look at those kind of what we had already said about the website matters. Is there pricing and packaging on there? Is there at least starting at pricing? And also, then you should be going and collect reading reviews.
Kevin Dennis (8:58.530)
Mm-hmm.
Shannon Tarrant (9:7.452)
So I want to collect on that application. Where does your business collect their reviews? Because if you're collecting them on the knot or wedding wire or Google or whatever, I want to know where should I go? Save me the most time to vet you by telling me where you're collecting them. And what, when we teach this to the venues, it's so wild because so many venues get...
Kevin Dennis (9:7.938)
Mmm.
Kevin Dennis (9:12.878)
Mm-hmm.
Kevin Dennis (9:23.982)
Hmm.
Shannon Tarrant (9:31.364)
Anywhere from five one of my venue partners in a lindo tract in one month She had 37 different vendors reach out to her by email saying can I get on your list 37 that month and by create No, no No, but by creating the application. said it was so much nicer to be able to say You know at this time, you know, our vendor list is set but when we're ready to Re-evaluate it we look at
Kevin Dennis (9:42.200)
And you're not going to get on a list that way. You'll never get on the list that way.
Shannon Tarrant (9:58.622)
who's completed the application. This is where we look for the information. Please fill out this form. Do you know she said like, was like 76 % of people never filled it out. No, nope. Because the vendors don't wanna work for it. They're so lazy. They're so lazy. So it's like you reached out to the venue, you took the time to write a terrible email. They actually replied to you. See, because the venues don't wanna be rude and just ignore you, but you don't even send a quality enough email for me to waste my time to reply back.
Kevin Dennis (10:7.448)
You're kidding me.
Are they stupid?
Kevin Dennis (:That's.
Kevin Dennis (:Yeah.
Shannon Tarrant (:especially if I get 37th them a month. So she loved that. Yeah, it's, oh, it's terrible.
Kevin Dennis (:Well, it's such a cold.
Kevin Dennis (:Yeah, it's.
Shannon Tarrant (:It's so terrible. It's cold and crappy. It's like, how do I get on your list? And I'm like, what have you done for me lately? Have a good day.
Kevin Dennis (:Well, and it's it's a I don't know it's like dating and I feel like if you think about it like dating You're not gonna walk up and walk up to some girl. You're you're cute. I want to kiss you You know, like it just that's not and that's Okay, all right, yeah, well I'm be I'm trying to be BBC. Yeah Yeah
Shannon Tarrant (:Yes!
Shannon Tarrant (:Kevin, that's not even I want to kiss you, that's I want to bang you. I haven't even met you and let's do the naughty. Like the kiss is like I want to come for a tour, baby, but like, you just sending me an email that literally says in the email, how do I get on your list? Like, that's like being like you want to go back to the hotel with me on the first day. It's not acceptable.
Kevin Dennis (:Yeah, yeah, I agree. Well, and the funny thing is, is you were saying this, it took me to a story. So we're in, you know, Livermore, California, which is 45 minutes east of San Francisco. So big winery out here, another couple of venues, we would all go to the industry events in the city. And literally, so it was me and a couple of the venue people were walking around and, know, we're mixing and mingling. And the one thing that they got asked the most
Shannon Tarrant (:Yeah.
Kevin Dennis (:Is it was like they would find out hey, oh you're heather from winter vineyards. How do I get on your preferred vendor list? I mean like first like nice to meet you didn't get to know her didn't get anything it was like And that's like a lot of times she goes. Well, what do you even do? You know, like they didn't even you know, oh, you don't know who I it was just such a weird It's not you know, and that's why I went back to the day. It's like a relationship. You got it it it brews and I feel like
Shannon Tarrant (:No, I don't even know what you do for a living.
Kevin Dennis (:where people get lost is they gotta, if you are going after a vendor or a venue that you, me from the vendor side want to get on a list or even work at this place, it's a two to three year like commitment of trying to get on that list. You know what I'm saying? And then if you, unless, and I always say, unless you are specialty service, if you're the average DJ, photographer,
Shannon Tarrant (:Yep. Mm-hmm.
Shannon Tarrant (:Yeah.
Shannon Tarrant (:Yup.
Kevin Dennis (:You know, whatever it is. I'm sorry. I'm ranting right now, but it's whatever the but it's what you know, whatever you are. But if you are like the pet sitter, like I just interviewed a girl that did pet sit, you're going to get on a list so much quicker because you're so unique. And, know, cigar roll or something that is just unique, you know, to weddings, you're going to get on a whole lot quicker. But, you know, there was a guy in our area that had a BW bus. He converted into a photo booth that. Yeah.
Shannon Tarrant (:I love it.
Shannon Tarrant (:Yep.
Shannon Tarrant (:Earth.
Yeah!
Shannon Tarrant (13:9.416)
Photo booth, yeah, we have one of those too.
Kevin Dennis (:Yeah, but that type of person is going to get on a list quicker. Yes.
Shannon Tarrant (:Yeah, it's unique, right? It's definitely unique. But the other thing I think that most vendors fail at is they're all chasing the same biggest boys in town. So as somebody who works with, we have 500 venues in the central Florida market. When there's a brand new venue, they are much more likely to not have an established list. So instead of going after the venues that are already doing 150 weddings a year, if you kind of still continue to pet and love and try there,
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Wow.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:In the meantime, if you start really being on the hunt for new venues that are opening, and your secret place to look for this is all those stupid ass wedding Facebook groups. And I say that because when someone in one of those groups says I'm looking for a venue, the new venues that aren't spending a lot of money in advertising and marketing, they're always the ones to comment, right? They're always, because...
Kevin Dennis (14:8.238)
Mmm.
Shannon Tarrant (14:9.212)
That's where when we're looking for new venues in central Florida, we go hunting and I'm like, where is that place? And we go and we find a bunch of new ones all the time. So don't hesitate. Yes, you're super well established. takes it's time, energy and effort. And it's worth it when you land one of those. But just remember that there's so much opportunity from a newer venue that might not have that perfectly well established list already ready. Like you've probably got a better shot.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:there than something that's like, and I mean, the other thing you brought up that I think is super important is that everyone goes, like you have to actually know who their client and who their people are. So a great example is, you know, the fancy hotels in our market, we have the Ritz Carlton and the Four Seasons and the people work at those venues, they don't plan. So when the people book the Four Seasons, the Four Seasons has a list of planners that they have to choose from and those planners do all the things.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (15:0.536)
Hmm.
Shannon Tarrant (15:7.986)
So you could spend your whole life chasing to pet and love on the person who works at the Ritz, but that's not her role. She doesn't do vendor recommendations to the couples. Her planners that she refers do. So I think so many people chase the venues and forget that there is somewhat of a hierarchy that it tends to be, know, venue planner, photographer, dress kind of up in the top.
Kevin Dennis (15:8.044)
Mm-hmm.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:you know, maybe then photographer DJ, it depends on the couple. A lot of them are hiring photographers earlier now, but photographer DJ catering kind of in that next year, depending on who you are and what you do for a living, if you're hair and makeup, you don't have to just chase the venue. Like the venue doesn't give a, honestly doesn't really care who they hire for hair and makeup. It's so far down the planning book. It's not that important. So don't, but as a DJ, you might say, oh, well other.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Mm-mm.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (16:0.860)
vendors you still need, and she's like, I haven't done this, this, and this. So don't only chase the venues. Do more. Like look for other referral opportunities in terms of your relationships also.
Kevin Dennis (16:6.744)
Mm-hmm. Yeah.
Kevin Dennis (:Well, I think a lot of it, what you brought up is a good point too, is there's other ways to get into these venues, you know, other than the venue, you know, like developing a really, you know, like for me, we do a lot of lighting, drapery, chandeliers and that kind of stuff, but you know, we get into some new venues with florists. Florists got in, they're in a, yeah, they bring us in because they want all their flowers to look pretty and you know,
Shannon Tarrant (:Yeah.
Shannon Tarrant (:Yes.
Shannon Tarrant (:Mm-hmm.
Kevin Dennis (:But that's ways we've gotten in was through working with other vendors that already are established at that property. And then they're talking well about us and say, and then the venue experiences our customer service and our good work. Therefore, it greases the door a little bit. It opens a little bit quicker.
Shannon Tarrant (:Yeah, I think, you know, on that note, especially if you start paying attention on social media, you know, as an industry, we're like 50 50 when it comes to doing a really good job of tagging, right? Tagging, liking, whatever. But I think if you know, there's a venue you really want to work at, you can start paying attention to their social content or other people who are tagging them and see who your friends in the industry are. If, you know, Kevin's already working at a venue all the time.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:And let's say I'm a photographer and he's there all the time doing lighting and draping and what, like at some point I'm going to be like, Hey, Kevin, tell me more about the person who's there, who works there, right? Kevin's got insight and information and he might be able to be like, Oh man, she, they're so great and blah, blah, blah. And, but they're not really the ones who refer us. It's the florist. And I'm like, Oh man, I thought it was the venue and it's not the venue. Or Kevin's like, Oh, well, Susie who works at the venue, she's in.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:incredible, but Suzy's out on maternity leave right now. So it doesn't really make sense because her boss is doing all the work. Like there's inside information when someone has the inn and you can also use those relationships, I think, to ask for a better inn. Like, right? Ask the friend, ask the friender in the industry who already works there for the inn.
Kevin Dennis (:You
Kevin Dennis (18:5.804)
Mm-hmm.
Kevin Dennis (:Mm-hmm. Yeah. Well...
Kevin Dennis (:Well, and you think about it like when we go to these networking events, it's hard to walk up to some stranger that you know, but it's easier if I see, oh, hey, Shannon, I'm going to walk up and talk to Shannon and now we're having a conversation and you might introduce me, you know, and be the connector and connecting people as well. it's, yeah, there's a lot of truth in what you say. So, all right, let's keep on the preferred vendor list topic for just one more, a little bit here. So what are like some of the best practices?
Shannon Tarrant (:Yeah.
Shannon Tarrant (:Okay. Yeah.
Kevin Dennis (:for creating the list. You mentioned already having an application, what should their example, is there limit the amount of florists or the amount of DJs? What's the magic formula, I guess, in having that list?
Shannon Tarrant (:Yeah.
Shannon Tarrant (19:2.248)
Yeah. I mean, I think the problem is there isn't one. So, and my take is always a hot topic take because there's venues of every different type, right? There's like privately owned venues who are venue only rent, have a good day, pick whatever you want. And they're totally hands off and want no involvement. There's all inclusive venues. But I worked at a, when I worked at a venue, I worked at a resort. And the thing that we found great success in is that for every vendor category, we had multiple people per pricing tier.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:So what I mean by that is I made sure to say that like on my photographer list, I had three or four more budget friendly photographers, three or four in the average range and like two super luxe. They were incredible, amazing. And so as a venue, I wanted to have enough people in my pocket to know that if the couple was on a really tight budget, this is awful. The vendors are going to hate this, but I'm here for it. If I knew a couple was on a really tight budget,
Kevin Dennis (:Mmm.
Shannon Tarrant (20:1.616)
as the venue on the first thing book. So I want to take as much money of that budget as I possibly can. Right? So like, I want to get their food and beverage as high as I want it to be like, and whatever. So it was awesome to have budget friendly people in your pocket that still do a great job. I mean, you get what you pay for. We know that in weddings, there's no question. But I wanted her to know that if she's like, I don't really care about the floral at all. like, well, we have these amazing faux floral people that it's super high in silk.
Kevin Dennis (20:6.382)
No, I get it. Yeah.
Kevin Dennis (:Mm-hmm. Nope.
Shannon Tarrant (:beautiful centerpieces for a quarter of the price. And they were like, oh my God, really? So, but for somebody who all they cared about was floral, I also had the Lux person I could send them. So I think for a venue, need to, you really have to have the knowledge of what's the price points of the vendors that you're, just really are they budget friendly, average or Lux? Like where are they living in terms of their regular packages they do?
And I think, I don't think it's about number of vendors. I do think it's overwhelming if you give your clients too many choices. Um, but I think that, you know, sometimes there's the personality fit that goes with it. You know, there's not everybody. Um, yeah, I'm, I'm a brutal direct blunt. Let, so if you're like soft and meek and I'm probably not the right fit for you. And so I think making sure your list is super well rounded.
Kevin Dennis (21:4.750)
Mm-hmm.
Kevin Dennis (:That's it. 100%.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:is number one. And my second tip, God willing, is can you please pay attention to who's trending? And what I mean by that is the next generation of couples coming in, if you are not paying attention to which vendors are starting to pop on social media, and I have an employee who does this, I do not, I cannot figure this out. The young ones on my team who spend half their life on wedding Instagram, they're looking and looking and looking, they can be like, oh, you know who's popping right now?
Kevin Dennis (:Mmm.
Shannon Tarrant (:or you know who I haven't seen much of lately, you have to make sure that at least some of the vendors you're working with live in that space. And I say this especially for the venues that have been around a long time and they have these incredible 30 year relationships and they don't wanna take people off the list. But the problem is you look old and dated. If the people on your list, if you don't at least have a few of the up and comers,
Kevin Dennis (22:2.529)
Hmm.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:that are popping on social media. So take the time as the venue to maybe you reach out to them and say, hmm, like this person seems to be every, or you start seeing them at the networking events and you're like, God, this person's everywhere. Like they got hustle. So maybe I should at least meet with them. Doesn't mean you're going to put them on the list, but you got to kind of know who the players are. So if your couples say, Oh, you know, what about Vanessa from Sweet Miss V's? You're not like, I've never heard of her before. Cause you look lame.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Mm-hmm. Yeah, no.
Shannon Tarrant (:Be open to new vendors, like be open to new people too.
Kevin Dennis (:No, I think that's a big thing because you're going to learn from everybody and everybody does something different and it's going to help you if you don't or not so close minded. Open it up.
Shannon Tarrant (:Yeah. It's cool to connect with, think, they also, the young vendors in the industry teach me a ton. Like they, you know, if you only surround yourself by people who are the exact same stage as you, right? We all kind of grumble about how much it hurts to do all that wedding stuff and all those steps once you clear 40. But the ones in their 20s, like they're so hungry. They're so social media savvy, tech savvy, app savvy. And so.
Kevin Dennis (:No, they always do.
Shannon Tarrant (:when you open up your doors to at least do this vetting process we talked about, like, I don't know, it's helpful.
Kevin Dennis (:Yeah, I agree. All right. So when it comes to vendors wanting to create a preferred partnership with a venue, what are the do's and don'ts in the process? We kind of talked about some of them, yeah.
Shannon Tarrant (:Mm-hmm. Well, don't send a shitty email that says, I get on your list? That part's a no, but you can do a reach out email. I think you've just got to get creative with what you put into it. Like you have to really know what set yourself apart. you put yourself in the brain of the venue receiving that email, my number one client priority is my clients and responding to them and taking care of my new leads, my booked clients. So what can you send that is things outside the box? Can you send me,
Kevin Dennis (24:9.484)
Mm-hmm.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:like a loom video of you waving and talking to the screen being like, hey, like make me connect. Give me the links to go see your other stuff. If you kill it on Instagram, give me those pieces and parts. I don't love the cold reach out, sometimes it can be done the right way. It's just rare. So that would be one, two, the, go ahead. Yeah. Like play with it. Be like, I know that you get 10 of these emails a week and are thinking, oh great, not another DJ.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:True story, that's exactly what I'm thinking when I open your email. So play with it. I think the other one that's really easy is all of us on social media really want engagement, comments, and interaction on the content we're creating. So go into your social media, follow the venues that you wanna build relationships with, and take the time to go through five minutes a day, like and comment on the things they're posting.
Kevin Dennis (:Hehehehehe
Shannon Tarrant (:And not only will their booked clients start to see your name popping up, right? Because their booked clients are most likely following that venue. The couples are paying attention to who's in that comments, who's getting tagged in these venue posts, who's tagging their venue. They're looking at that to see which vendors have a relationship with the venue. And so take the time to go in there and be the one that writes the comp. Don't just like it. Like it if...
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:And if you've got something decent to say, also don't forget to comment. It's a great way to get your name in front of them so when they see you at an event or see your email come, it's a familiar brand.
Kevin Dennis (26:1.954)
Well, then also not to interrupt you, but also if you do that, then you can mention, hey, that wedding that you posted on Instagram last month was amazing. Tell me more about, like it starts that, you like you pay attention and you care. Anyway, sorry.
Shannon Tarrant (26:9.821)
Yes.
Shannon Tarrant (:No, no, no, that's true story, right? It's about the relationships, but that's, you know, when you see those of us who've been in the industry as long as Kevin and I have, we don't need to talk about how many years, somebody was like, you're a veteran. And I was like, can you, can we go with Trailblazer? I prefer Trailblazer. Like, makes me sound not like I'm old and dead yet. But I think when you see businesses like ours and you look at it and think, oh damn, like how are they still in it doing it? It's really been on the back of those relationships.
Kevin Dennis (:Yeah.
Kevin Dennis (:You
Kevin Dennis (:Yeah, yeah, me too.
Shannon Tarrant (:And it's the number one mistake I see the new ones coming up in the industry, the newer businesses think they can do it all with digital marketing and they're forgetting that piece.
Kevin Dennis (27:0.172)
Yeah, well yeah, because that's the tool, like when I started my business, I didn't have that, you know? And so now that's the way. No, we had to... Yeah, no, that's good. Well, what about any, like we talked about the cold sale, is there any other bad things that we shouldn't be doing?
Shannon Tarrant (27:5.318)
Yeah, we didn't have any choice. So we developed a different tool in our toolkit.
Kevin Dennis (:Like what?
Shannon Tarrant (:Yeah, mean, it's a silly don't, but I think we forget to work the relationships with the venues that were already booked at. So what I mean by that is if you look at your next 12 months of events and rather than cold reaching out to, or even the last 12 months of places you've already worked, like build the relationship with a venue you're about to go work at and be awesome, right? So like you're about to go work at a venue
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Hmm.
Shannon Tarrant (:Reach out and ask, can we come for a site visit? What are your rules? How do I be the best vendor I can for you that day? What's your biggest vendor frustration on event day? What are mistakes that other people in my category make? Right? All of a sudden you start to find out all these pain points they have, which, you're do not ask to be on the list. That's not what you're there for, right? But you're there. Do not ask like.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:No, no, no, never.
Shannon Tarrant (:But if I already, if I'm a venue and you cold reach out, I'm not making time for you. But if I know you're already coming to work an event in six months, I want to make sure you're successful and the event successful. I'm more likely to take the appointment. So go and look through that list of the venues you already have. And even if you just start following those on Instagram and heading and loving on the ones you're about to come work at, then by the time you do work there, they're like, well, they came for a site visit. They, you know, did, there's so many things you can do at the event you're already doing.
Instead of I mean that's hard for the brand newbies. I get it, but the newbies just get out and network That's what you need to do go to networking events Yeah
Kevin Dennis (:Well, yeah, but I mean, over time, you know, again, it's a process. It's, you know, it's a marathon. It's not a sprint. So it's going to take you time. it's just because I said I'm a florist today doesn't mean I'm going to go out and start booking, you know, people immediately. You know, you got to develop it. So it takes time.
Shannon Tarrant (:No.
Shannon Tarrant (:When relationships are like SEO, it's a long game, right? It's not a, you can't just like flip a switch and all of a sudden rank on Google. There's behaviors you have to do to get yourself there. And then you have to keep doing, you can't just set it and forget it either. And so that's the other piece. Like you can work hard to earn your place on the list, but then you gotta stay there.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:All right, so good point, staying there. So now, you know, I've been asked to join a preferred vendor list and I'm now on it. What do I need to do to stay on it, to make sure that, you know, when they renew it, you know, some of these venues do it every year, some do it every six months, or however often they renew their list, how do I stay on it?
Shannon Tarrant (:You said it earlier and it was so perfect. You're literally only as good as your last event. So it doesn't matter what you've done, you screw up one time. And most of these venues are like, like, so I think it's knowing when you screw up owning it, it's gonna happen. They're not, every event is gonna be totally perfect. So one of my best recommendations is to send an email on a Monday after an event, especially if you have a team that's going out and it wasn't you on site saying like, we loved working Mike and Susie's wedding this weekend.
Kevin Dennis (30:1.357)
Mm-hmm.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:you know, oh my God, we're, wasn't that chandelier in the middle of the ballroom. Incredible. We always strive, you know, to make sure our venue has an amazing experience with our team. there anything that we could do differently, better, whatever, give me the good, the bad, the ugly, and make space to hear the negative. So I think when you take the time to do that, I work with a florist in Orlando and she was like, this is dumb. I'm not doing it. And I'm like, can you just send it on Monday so we can see what the response is?
She sent it to four venues, three of them raving reviews back, like, oh my God, it was so great, blah, blah, awesome, right? It shows that you care about your relationship with the venue. The fourth though, there was a problem. And her setup team, she wasn't at that one. It was floral, right? So they were building a bunch of stuff on, well, they left a mess, a huge mess, greenery and shit all over the floor and stuff. And so the venue wrote in the response,
Kevin Dennis (31:7.086)
Hmm.
Kevin Dennis (:Oh.
Shannon Tarrant (:It's actually interesting that you email us because our team made the decision to remove your company from the vendor list because of ABC XYZ. Now, and the venue said, we weren't really going to say anything, but we've made the decision to remove you from the They weren't going to tell her they removed her. And so she forwards me the email and is like, oh my God, and this is a big venue and she works there all the time, but it happens all the time. And she had no idea.
Kevin Dennis (:Oh wow.
Kevin Dennis (:Uhhhh
Shannon Tarrant (:And so she sat down with her team, had a conversation meeting about it. They talked about, they were like, well, we don't ever have anything to clean it up with. And then when we asked them at the venue for like a broom, she was like, I can put brooms on every truck. Like, so she all of a sudden created, she literally bought shark vacuums, the portable battery ones. They're on, those are on every truck, every brooms and dust pans. like, she gave the, her team, the tools, wrote back to the venue and said everything she instituted and was like,
Kevin Dennis (32:2.029)
Yeah.
Kevin Dennis (32:5.645)
Yeah.
Shannon Tarrant (:I would appreciate, obviously we already still have weddings on the books there. So let me show you before you just take us off the list, give us a shot. And they kept her on the list. But if she had never asked for the feedback, she just didn't know. So I think a lot of times staying on the list is about it being that mutually beneficial relationship. And you have to pull your part of being an awesome vendor and a really good partner to stay on that list.
Kevin Dennis (:Mm-hmm. Oh, wow.
Kevin Dennis (:Well, I think there's a lot to unpack there. What you just said, I mean, it's amazing because even for what I do, and I've been doing this a long time, I never, like, should, I'm gonna start sending those emails on Monday because it's like, yeah, I'm not at every wedding that we do. I don't know what, no.
Shannon Tarrant (33:4.082)
Yeah, you can't be as an owner. you grow, you can't be everywhere. So how do you know? Are they going to tell you they screwed up? Probably not. Right.
Kevin Dennis (:No, no, but no, they're not. No, but that's a good way to grow as a business. And you got to take the good with the bad. you can't, I think sometimes too, you know, business owners get stuck in their way. No, my way is the right way and my way is the only way. And if you don't grow and adapt with our clientele, because we get older and they stay the same age, you know, we got to adapt and grow. that goes for the venues, you know, like.
Shannon Tarrant (:Yeah.
Shannon Tarrant (:Yeah.
Kevin Dennis (:You know, Jane that was running the venue for 15 years may not be there all the, you know what I'm saying? And now all of a sudden here comes Susie who's the new, you know, and she's got new ideas. So getting to know all that kind of stuff. yeah, there's, wow. It's a, I'm going to start doing that. Thank you. Yeah.
Shannon Tarrant (:Nope.
Shannon Tarrant (:Yeah, it's just amazing. I think that when you start asking for feedback, even like we own a membership and when people don't renew, sometimes my team gets like so disappointed and they're like, we did so much for them. I'm like, send the feedback email. And like it asks three questions. Is there anywhere you're spending your marketing dollars that you found was a better value? Like specific words, like not, I need more of X and you don't do that. Like it was a better value than what we provide it. Like
Kevin Dennis (:Hmm.
Shannon Tarrant (:Tell me, and half the time it's usually life circumstances. So and so I have to build a deck on the back of my house and it's $20,000. So I'm trying to save my, like just, usually has nothing to do with what we did. But when you open the door to that feedback, it really shows that you care. And if you work at a venue every weekend, you don't have to send it every weekend, right? But I think making sure that you are touching base, saying great things. If people have a boss, email their boss to tell them how awesome they are. The other.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:most basic thing, I started doing this during COVID and never stopped, is you can go right to my Google review. Go on to the venues that you work at all the time. All you have to do is write a Google review one time. You go write a Google review for them, highlight the people's names who you love working with at that venue, add a few photos of your work there because your photos then will show up in their Google photos. That's how that works. Add your images into the review and all of a sudden,
Kevin Dennis (:Mmm.
Kevin Dennis (35:1.836)
Mm-hmm.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:that person, whether they own the venue or not, they look like a rock star. That you took that five minutes to do it. So if you make this kind of part of your Monday morning routine, right? Finish weddings, go in, clean the inbox, and then this is what I do. I send the check-in email. I go make sure everybody's got a Google review, the planners we worked with that weekend. I mean, with AI, don't be lazy, guys. It takes 36 seconds, because they can write it. ChatGBD writes the shit for you. You don't even write it yourself anymore.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Hehehehehe
Shannon Tarrant (:You can cheat and then just add a few custom things and be done.
Kevin Dennis (:No, yeah. Yeah, yeah. And you can make it sound different for everybody. that's amazing advice because I think that's where, and that helps build the relationship, know, like, strengthens the relationship, you know. And it's even like, you know, like, so when you were talking about it, there's a venue that we work at all the time. We're there every weekend. It just, it's inevitable. We're there multiple times a weekend. I do check-ins with everyone. So there's,
Shannon Tarrant (:Mm-hmm.
Shannon Tarrant (:Yeah.
Shannon Tarrant (:Mm-hmm.
Kevin Dennis (:one of the girls that's in charge of all the planners there. And I do a check-in with her every three months and we sit down and, but if there's something urgent on my side to her or her side to me, we text immediately. You know, like, Hey, this, or I, had this horrible experience with one of your guys and we get it fixed. But that's, I had to develop that relationship, but those check-ins, just go, Hey, you know, it's more surface level. Hey, what if we change this? Or how about if we had this different approach to this, you know, and
Shannon Tarrant (:Yeah.
Kevin Dennis (:just kind of working together and just strengthening that relationship. It goes a long way.
Shannon Tarrant (:And I think if you ask your venue partners things like, there anything that you live in the world of a lot of core stuff and light stuff and whatever, is there anything your couples are asking for? is there anything new shiny that they're seeing on social media that they have to have? Sometimes you'll find, obviously we should all be on top of the trends, but the venue's here at first because that's who they book first. So it's just showing, I think that you care and then.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (37:2.197)
Mm-hmm.
Kevin Dennis (37:6.894)
Mm-hmm.
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:Just trying to figure out how you can make it as mutually beneficial as possible so that you're not just a taker. Like how can you give back to them is the other big piece.
Kevin Dennis (:Yeah, because and that's the one thing I think a lot of vendors get stuck. They're just takers and they don't give back. You know, like if they're having, you know, some kind of a social event for someone, you know, set up a little bit of lighting or go play, you know, you're a live musician, go play music for an hour. I mean, you're giving back to the venue to help enhance their, you know, whatever they're doing. It's going to go a long way, you know, and there's a
Shannon Tarrant (:Yeah.
Shannon Tarrant (:Yep.
Shannon Tarrant (:Oh, you should hear the shit that venues say when they're like, I, they will literally be like, Oh, I gave that bitch $60,000 in weddings this year. And we asked them to DJ our holiday party and they weren't available on a Tuesday. And they're like, no offense. I know it's holiday parties. Like normally hospitality people were not stupid. We don't do shit even during the busy time of year, but, they'll ask them for something and they're like, Oh, you know, Oh, we don't have anyone. I don't know. Or they'll send them a
Kevin Dennis (:Oh, really?
Kevin Dennis (38:8.247)
Yeah.
Shannon Tarrant (:a price quote for it. And I'm just like, Oh my God, like you have to keep in mind that like these people are eating you. And so most venues don't ask for much. It's one thing when they're extreme, but if you can look at how to make their clients even extra happy. let's say Kevin, your team is already going out and somebody ordered eight up lights and you know that that room really needs 16. Like it needs it. Eight isn't going to do it. It'll be okay. It'll be decent.
Kevin Dennis (:Mm-hmm. Mm-hmm.
Shannon Tarrant (:and you look through your inventory and you still have the eight extra lights sitting around. You know what you do? You bring the eight extra lights. This is how you give back to them as a thank you for the fact that they sent them to you. You make the event look better. Their pictures are better, your pictures are better. Like everything, you have to just find those opportunities to help wow the client, which then makes the venue look good.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Yeah, and that's where I think everyone forgets. It's the going the extra mile, cleaning your shit up at the end of the night. I mean, it just, can't tell you. Well, yeah, you know, that's the other like, just last year, there was this, you know, high end florist in our area did this most elaborate and so many like little glass fixtures had to be wrapped up. It took them four and a half hours to get out at the end of the night. So.
Shannon Tarrant (:getting out of there fast.
Shannon Tarrant (:We gotta move. Yeah.
Kevin Dennis (:that's costing the venue money because someone has to sit there and wait for them to leave. Yeah. And it's even like a band or a DJ. They're like, oh, let me go. I'm going to play one more song or I'm going to go for 10 more minutes. They don't realize. Take the amount of staff. Yeah. You have 15 people there times by 10 minutes. That's how much money you just cut costs the venue for going over. And you're the good guy. But really, you're not the good guy. You're costing people money.
Shannon Tarrant (:Money.
Shannon Tarrant (:Everybody.
Shannon Tarrant (40:8.744)
Well, I think some of that is it's just having a conversation, right? And like leaving the DJ aside, the floral breakdown, there might've been opportunities to say, listen, I know we normally have to have everything out of here within an hour or whatever. This is what it's gonna look like. Either charge the client for the extra people, or sometimes if you just say to the venue, I mean, I worked at that venue that was like, is it possible for us, if it's Sunday night, is it possible, is someone gonna be here tomorrow? Is it possible for us to come back during the day so no one has to stay that late at night?
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:you will find there's a lot more flexibility often than not. If I don't have an event the next day and we're gonna be there, somebody's on site anyways, I'll be like, yeah, you guys can come during this window and this window, right? So like, don't hesitate to ask, but it's all about communication. Successful vendor venue relationships require a healthy amount of communications.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Yeah.
Kevin Dennis (:Yeah, and if you have that relationship, those kind of things are we do that all the time. Like, hey, we have a very crazy Saturday. It doesn't look like you have a wedding on Friday. You know, can we come set up some of this stuff on Friday so that it just makes our weekend or Saturday a little bit easier kind of thing. And just and most of time, if you have a relationship with those venues, they're like, yeah, no problem. They always want to help. But then we help them out. You know, same thing.
Shannon Tarrant (:Give and take.
Kevin Dennis (:DJ yeah, just DJing a holiday party on a Tuesday night is you should be able to do that. That should be it, you know.
Shannon Tarrant (:Yeah, but you sometimes you have to offer and say, can I help you? there anything if you're a photographer? Do you guys need headshots? We do it with my team. One of my like instead of buying them things they don't need for the holidays, we in every January, we do family photos. I hire a photographer, we go to a local park. Everybody brings their families, they get family photos every year, they don't have to pay for them. Like, they get to see their kids grow up and stuff and
Kevin Dennis (:Mm-hmm.
Shannon Tarrant (:You know, that could be something you offer. Like what is it of what you do that you could help support something that they're doing in any way possible, but they're not always going to think to ask because they don't know what to ask for. So you know what your specialty is, reach out and say, Hey, thank you so much for everything that you did this year. Every referral you sent us this year. If you need someone for this, or if you have a corporate event that could use, you know, a violinist at their cocktail hour on the, during the weekdays, please call me. Like.
Kevin Dennis (42:8.523)
Mm-hmm.
Kevin Dennis (:Mm-hmm. Yeah.
Shannon Tarrant (:I'm happy to do it, right? Like create those opportunities for it to be mutually beneficial because they don't always feel comfortable asking.
Kevin Dennis (:Mm-hmm. Yeah. All right. We we've gone Yeah, I know I was like I was like we got to get to the and it's funny because we didn't get to nowhere near the questions that I want it, know, like, you know kickbacks referrals there's all I mean, so I feel like I'm gonna have to I Know I real I feel like we're good. Yeah, we're gonna have to have you back in then in next year Yeah
Shannon Tarrant (:Oh God, we could talk all day. We gotta stop. Shut up already. I was like, whoops.
Shannon Tarrant (:Oh shit, we're gonna have to do a round two hot topic of this one. Okay.
Shannon Tarrant (:We'll do a hot topic round two.
Kevin Dennis (:Because it really is, because there's so much that goes into this. And I mean, I feel like we could talk about it all day. So anyway, so takeaways. For me, the biggest one was following up after the event. Even if it's a place you're not working at. But even if it's a place you're working at that you don't normally work at, I'm going to start sending the emails, introducing myself. This is how we normally work, that kind of stuff. Those are two of the hot. Yep.
Shannon Tarrant (43:4.542)
Yeah.
Shannon Tarrant (:Excited to be there. You had to do the emails before and then the check in after.
Kevin Dennis (:Yep, and those are the two things I took away. What is something that you think someone needs to do immediately? Besides that, well, I was gonna say, yeah, that's easy.
Shannon Tarrant (:I mean, think the Instagram, Instagram is so fast and dirty. Like Instagram is so fast and dirty. You can go online, follow all the venues, start liking and commenting, and go back and write Google reviews. Google reviews take so little amount of time for you to go in, and that's such a great way to say thank you to the ones who are referring you, but also to get on the radar of ones you've worked at, but they're not referring you yet.
Kevin Dennis (44:1.356)
Amazing amazing. All right. I love it. All right So we always like to end with I usually ask you some kind of a question and since I'm an appy guy I love apps What is your favorite? Yeah, I can't get enough of apps, but what is your favorite app right now?
Shannon Tarrant (:Me too.
Shannon Tarrant (:My favorite app right now is called Strides, S-T-R-I-D-E-S, and setting good habits and behaviors come from doing things often. And so I need to like compete and sometimes I need like accountability and this app gives me that. So you kind of create the behaviors you want to do, whether it's drinking more water, whether it's remembering to take medicine, whatever it is.
Kevin Dennis (:Mm-hmm.
Kevin Dennis (:Mmm.
Shannon Tarrant (:You put it in the app and then it will kick up a reminder and you just kind of check it off as done. And then you create these strides. So was telling Kevin before we started, I'm like 475 days or something of drinking, reminding to drink water three times a day. But if you miss it, you go back to zero. So it's like, it's that constant, like you've created a behavior, like your stride is going. So every time that water thing pops up, I'm like, oh my God, is there water?
is it? And I'm like, Oh, grab something, have a drink, and then check it off is done. So yeah, it's called strides. And it's always good, like, when you're setting goals for the new year, and things like that, to even do this for your business goals. Like what are even if it's five minutes going into Instagram, just scroll, like and comment, doing that once a day, picking a time of day, maybe during your lunch breaks to do it, you can kind of set it for a time. So it's called strides. She's my new favorite.
Kevin Dennis (:I was going to say she sounds like a good one, especially as we're going into the new year. I think it'll just help everyone build healthy business habits, healthy healthy habits, all kinds of good stuff. anyway, right, Shannon, how do we connect with you?
Shannon Tarrant (:Yeah!
Shannon Tarrant (:Yeah.
Shannon Tarrant (:So if you are a venue, head over to Venue Helpdesk. There's all kinds of great resources, tools, free downloads, things for you to find over there. And if you are not a venue, you can find me on Instagram at the Shannon Experience.
Kevin Dennis (46:3.762)
Oh, the Shannon experience. love it. All right. All right. Well, we will have all that in our show notes and you'll be able to connect and connect with Shannon because you're one of my favorite people I get to see a few times out of the year with. So I really enjoy hanging out with you because I think we're both sassy in the same kind of way. So anyway.
Shannon Tarrant (:And I'm so excited that you're doing this and this new podcast and can't wait to listen and continue to see it grow.
Kevin Dennis (:Yeah, we're having I'm having a lot of fun. So I'm really to see I'm really excited to see where we go in 2025 and where it takes us. anyway, well, happy holidays. Happy New Year. And we'll see you guys. We'll see you soon. And we're going to have her back for sure to talk about kickbacks. Yeah, part two, we'll get you back. All right. Bye, guys.
Shannon Tarrant (:Yeah.
Shannon Tarrant (:I'll be back, part two, part two.