It's just sad that even during this difficult time, a number of people still manage to make it an opportunity to take advantage of others. It hurts much more if it has something to do with grand celebrations like weddings, debut or milestone birthday parties as these can only happen once, just once, in our lifetime and we can never go back to rewind and make changes. I'm talking about scams, fraud, irresponsibility, theft or any devious act that puts the clients at a disadvantage.
What's more so is that as much as the internet, social media, and online shops provide so much convenience for us to find what we need and complete transactions, it's also equally easy for them to commit these acts and mislead people. Therefore, double or triple caution is needed when dealing with our suppliers before we release any form of payment.
Some of these guidelines are not only applicable to event suppliers, but also to other types of suppliers as well.
1. Contract
No matter how small or how cheap a product or service you are availing from a supplier, it is ideal that they should have a contract at hand for you once you express interest in availing of their products/services. A contract is a formal agreement between the client and supplier, and is very much honored during unfavorable conflicts. It's both parties' tangible proof that they had entered into this agreement, as well as their protection in case one of them failed to comply. For online transactions, this can also be the "terms and conditions" in which if you clicked "Agree", it's also considered binding.
Ideally, contracts or terms should be presented first to the client before the client finally decides to proceed and make payment. Important information such as the deliverable products/services committed by the supplier, deadline, net price, scope and limitations, cancellation and refund policies, payment terms, and the like should be clearly stipulated.
Of course, it is no longer the suppliers' fault if the client failed to do the simplest task of READING the contract properly prior to agreeing.
2. Official Receipt
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Official Receipts are the most valid document representing the acceptance of payment of the supplier by the client. Whether it's partial payment, initial payment, down payment, staggered or full payment, whenever the supplier receives any payment, they should issue an official receipt, and of course, this should be kept securely and properly by the client, at least until the product or service is completely delivered. Again, like the contract, this would be a valid document to support your claim in case you're qualified for a refund or if something goes wrong with the supplier's commitment.
Acknowledgment receipts are also acceptable especially to startup and small businesses. However, it won't be as valid a document compared to that of official receipts, which means it may or may not be honored.
3. Registered Business Permits
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More importantly required for big and well-known suppliers such as venues, catering, couture, photo/video, etc. business permits prove their legality to operate since they are registered by the government, which greatly increases the chances of them not being a scam or a fraud company.
This can be overlooked for startups and small businesses, however, other points in this guidelines must strictly be considered.
4. Official Website / Business Page
Oh yes, times have changed. Instead of us opening a yellow book directory, we open the computer or phones, go to the browser, and search via Google or in social media about the products and services we want from credible suppliers. In an instant, we will be provided with thousands of listings.
The suppliers' business would be much more presentable and credible if they have a dedicated page instead of using their personal accounts. It means they have a brand they are proud of and are willing to protect. Personal accounts are easy to change, especially in social media. Having a business page also means the products or services they are offering are not just temporary or mere sidelines. It presents itself as their main livelihood, or one of their main livelihoods.
5. Client Reviews
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In relation to #4 above, it is highly preferable that they have existing client reviews. It may not be required, but you know, if you're not hiding anything, then why disable or hide client reviews? If people post fake reviews to their page, they can always counter it with a reply. People can read.
On the other hand, for us clients, it is our responsibility to check if those reviews are indeed true and authentic. We have to look beyond their website and business pages. We can ask actual clients in forums, groups, and check for photos before expressing your interest to book. Because there are those who go the extra mile to post manipulated reviews, we need to also be extra meticulous.
6. Physical Address
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Again, only strictly required for major suppliers. Venues, of course! As well as caterers, P/V Teams, couturiers, coordinators, etc. It's for proof that they have a physical office or location for their daily operations. It's additional security for us clients to know where they are located for cases where they suddenly hide or block us from communication, we can visit them. Or even better, check out the place before booking!
7. Bank Account
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An optional information to look at is to check if they have bank accounts where you can pay your money. It doesn't matter if it's corporate account or their personal, as long as they have one. Just an additional security than having to transfer cash through "pera padala" services without much information needed from the payer and receiver. These services are usually used by scammers due to convenience and speed in remitting money.
Any other additional information I might have missed out? Comment below or contact me so I can add to the list. Let's help prevent our fellow under informed or first timer clients become victims of these vicious people! Events are priceless, unique experience to each of us that it's supposed to be a happy memory, not the cause of stress, anxiety, anger and even financial loss due to being taken advantage of by others.
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