SayPro Vendor Coordination Template: A checklist to manage vendor responsibilities, delivery times, and payment details from SayPro Monthly January SCMR-17 SayPro Monthly On Site Management: Executionguest management SCMR
Objective
The SayPro Vendor Coordination Template serves as a structured checklist to manage all event-related vendor activities efficiently. It ensures clear tracking of vendor roles, delivery schedules, setup responsibilities, contact information, and payment statuses to maintain smooth on-site execution and accountability.
Purpose of the Vendor Coordination Template
- Maintain a centralized log of all vendor engagements
- Track delivery and setup timelines to avoid logistical delays
- Ensure all vendors understand responsibilities and expectations
- Record contractual obligations and payment arrangements
- Serve as a point-of-reference for on-site troubleshooting and vendor communication
- Assist with post-event reconciliation and performance evaluations
Core Sections of the Template
- Vendor Information
- Service Description
- Delivery & Setup Details
- Contact & On-Site Liaison
- Payment Terms & Status
- Special Requirements & Notes
- Post-Event Evaluation (optional)
1. Vendor Information
| Field | Details |
|---|---|
| Vendor Name | Company or Supplier Name |
| Service Category | Catering / AV / Furniture / Printing, etc. |
| Company Address | Physical or mailing address |
| VAT Number / Reg No. | For official invoicing and compliance |
2. Service Description
| Field | Details |
|---|---|
| Description of Service | Outline of what the vendor is providing |
| Quantity / Scope | No. of meals, equipment, printed items, etc. |
| Agreed Service Dates | Dates of service or deliverables |
| Backup Plan Provided | Yes / No – Outline if there’s a contingency |
3. Delivery & Setup Details
| Field | Details |
|---|---|
| Delivery Date & Time | When the vendor must arrive onsite |
| Setup Duration | Estimated time to complete setup |
| Setup Location | Exact area or room within the venue |
| Equipment Required | Tables, power access, internet, etc. |
| Point of Check-In | Contact person or area for vendor arrival check-in |
4. Contact & On-Site Liaison
| Field | Details |
|---|---|
| Vendor Contact Person | Full name of main contact |
| Mobile Number | Reachable number during event setup |
| Email Address | For documents and updates |
| SayPro Liaison | SayPro team member coordinating them |
5. Payment Terms & Status
| Field | Details |
|---|---|
| Agreed Cost | Final price or quote |
| Deposit Paid | Yes / No – include amount and date if paid |
| Final Payment Due Date | When the full payment must be completed |
| Invoice Received | Yes / No – attach invoice if available |
| Payment Status | Paid / Pending / In Process |
6. Special Requirements & Notes
| Field | Details |
|---|---|
| Dietary/AV/Safety Needs | Specific vendor needs (e.g., refrigeration, security clearance) |
| Parking / Access Needs | Any delivery vehicle access or parking permits |
| Notes | Any other relevant information or alerts |
7. Post-Event Evaluation (Optional)
| Field | Details |
|---|---|
| Service Delivered As Agreed | Yes / No |
| Timeliness | On-time / Delayed |
| Quality of Service | Excellent / Good / Poor |
| Issues Faced | Any problems or feedback |
| Recommendation for Future | Yes / No – with supporting comments |
Example Entry – Sample Vendor Record
| Vendor Name | Jabulani Caterers |
|---|---|
| Service Category | Catering – Buffet Lunch |
| Delivery Date | 25 Jan 2025, 10:30 AM |
| Setup Location | ICC Dining Area – Hall B |
| Contact Person | Busi Ndlovu – +27 82 999 5555 |
| SayPro Liaison | Mbali Nkosi |
| Cost | R15,000 incl. VAT |
| Deposit Paid | R7,500 on 15 Jan 2025 |
| Payment Status | Final payment pending post-event |
| Issues/Notes | None reported |
Format and Use
- Designed for use in Excel, Google Sheets, or project management platforms (e.g., Trello, Monday.com)
- Distributed to SayPro event leads and operations teams
- Updated in real time before, during, and after the event
- Used in post-event debriefs to assess vendor performance and improve future procurement processes
Conclusion
The SayPro Vendor Coordination Template ensures that all vendor-related activities are tracked, confirmed, and executed efficiently, contributing to the success of SayPro’s onsite event management. It promotes transparency, accountability, and collaboration across internal teams and external service providers.