Vendor Partnership Strategy

Strategies Updated: 2026-01-25T22:24:03.142051

Vendor Partnership Strategy


The Overlook at Mount Mariah



Created: January 26, 2026
Goal: Build a vendor network that drives referrals and enhances the wedding experience

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Executive Summary



A strong vendor network serves two purposes:
1. Better service — Couples get trusted recommendations
2. Lead generation — Vendors refer their clients to you

This strategy prioritizes vendors by referral potential, outlines partnership structures, and provides a roadmap for building relationships.

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Part 1: Vendor Prioritization



Tier 1: High Referral Potential (Contact First)



| Vendor Type | Why Priority | Referral Value |
|-------------|--------------|----------------|
| Photographers | Talk to engaged couples daily, show venue in portfolio | ★★★★★ |
| Wedding Planners | Influence venue selection directly | ★★★★★ |
| Florists | Consult early in planning, see many couples | ★★★★☆ |
| Caterers | Venues recommend caterers; caterers can recommend venues | ★★★★☆ |

Tier 2: Moderate Referral Potential (Contact Next)



| Vendor Type | Why Priority | Referral Value |
|-------------|--------------|----------------|
| DJs/Entertainment | Book early, can recommend venues | ★★★☆☆ |
| Officiants | See many couples, often asked for venue ideas | ★★★☆☆ |
| Videographers | Similar to photographers, visual portfolio | ★★★☆☆ |
| Bridal Shops | Interact during early planning | ★★★☆☆ |

Tier 3: Lower Referral Potential (Long-term)



| Vendor Type | Why Priority | Referral Value |
|-------------|--------------|----------------|
| Rental Companies | Tables, chairs, tents — logistics partner | ★★☆☆☆ |
| Transportation | Shuttles, limos — convenience partner | ★★☆☆☆ |
| Hair/Makeup | Day-of service, less venue influence | ★★☆☆☆ |
| Bakeries | Cakes — nice to recommend, low referral | ★★☆☆☆ |

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Part 2: Partnership Models



Model A: Preferred Vendor List (No Money Exchange)


Best for: Photographers, DJs, officiants, hair/makeup

The Deal:
- Vendor is listed on your website as "Preferred Vendor"
- You recommend them to every couple who asks
- They recommend you to couples seeking a venue
- Optional: Free site visit/styled shoot for portfolio building

Benefits to Vendor:
- Exposure to your couples
- Beautiful venue for portfolio photos
- Association with high-quality brand

Benefits to You:
- Access to their client base
- Credibility through partnerships
- Better service for your couples

Contract Required? No formal contract needed. Handshake agreement.

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Model B: Referral Fee (Money Exchange)


Best for: Wedding planners, caterers (high-value transactions)

The Deal:
- Partner refers a client who books The Overlook
- You pay partner a referral fee at time of booking

Fee Structure Options:

| Model | Amount | When Paid |
|-------|--------|-----------|
| Flat Fee | $250-500 per booking | Upon deposit receipt |
| Percentage | 5-10% of venue fee | Upon deposit receipt |

Example:
- Venue fee: $6,000
- 5% referral = $300 to referring planner

Benefits to Vendor:
- Cash incentive to recommend you
- Passive income from referrals

Benefits to You:
- Strong incentive for referrals
- Cost of acquisition is fixed

Contract Required? Yes. Simple referral agreement.

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Model C: Revenue Share (For Exclusive Partnerships)


Best for: Caterers (if you want an exclusive relationship)

The Deal:
- Caterer becomes your "preferred" or "in-house" caterer
- You recommend them as the first/only option
- They pay you a percentage of catering revenue

Fee Structure:
- 10-15% of catering revenue paid to venue
- Paid monthly or per-event

Example:
- Catering bill: $5,000
- 10% = $500 to venue

Caution: This limits couples' flexibility. Only do this if the caterer is excellent and you want to simplify operations.

Contract Required? Yes. Formal partnership agreement with terms.

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Model D: Cross-Promotion (Marketing Exchange)


Best for: All vendors, especially photographers and planners

The Deal:
- You feature them on your website/social media
- They feature you on theirs
- Share each other's content
- Tag each other in relevant posts

Specific Actions:
| You Do | They Do |
|--------|---------|
| Blog post featuring their work | Blog post about your venue |
| Instagram story shoutout | Instagram story shoutout |
| Link on Preferred Vendors page | Link in venue recommendations |
| Share their styled shoot | Share photos taken at Overlook |

Benefits: Free marketing, increased visibility, association with quality.

Contract Required? No. Informal, relationship-based.

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Part 3: Vendor Partnership Offers



Offer to Photographers



> Subject: Partnership opportunity + free styled shoot
>
> Here's what we're offering photographers:
> - Listed on our Preferred Vendors page (link to your site)
> - Recommended to every couple who asks
> - Free access for a styled shoot — use the venue for your portfolio
> - Tag each other on social media
>
> In return, we just ask that you:
> - Recommend us to couples looking for a venue
> - Tag us in photos taken at The Overlook
> - Send us some images we can use (with credit)
>
> No contracts, no fees — just mutual benefit.

Offer to Wedding Planners



> Subject: Referral partnership — $300 per booking
>
> Here's what we're offering planners:
> - $300 referral fee for every client who books The Overlook
> - Listed on our Preferred Vendors page
> - Recommended to our couples who need planning help
> - We handle the venue; you handle the rest
>
> In return, we just ask that you:
> - Keep us on your venue recommendation list
> - Let us know when you've referred someone
>
> Simple, straightforward, cash in your pocket.

Offer to Caterers



> Subject: Preferred caterer opportunity
>
> Here's what we're offering caterers:
> - Listed as one of our 2-3 "Preferred Caterers"
> - Recommended to every couple who books
> - Prep space access in our Summit Chalet
> - Site visit to plan logistics
>
> In return, we ask that you:
> - Provide excellent service to our couples
> - Recommend us to clients looking for a venue
> - Optional: Small referral fee for bookings you send our way

Offer to DJs



> Subject: Preferred DJ partnership
>
> Here's what we're offering DJs:
> - Listed on our Preferred Vendors page
> - Recommended to every couple who books
> - Great acoustics on our outdoor lawn
> - Easy load-in access
>
> In return, we just ask that you:
> - Recommend us to couples looking for a venue
> - Bring your A-game for our couples
>
> No contracts, just a handshake.

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Part 4: Outreach Prioritization



Week 1: Photographers (5 total)


Already drafted in VENDOR-EMAILS-READY.md:
1. Shauna Wear Photography
2. Ami Williams Photography
3. Kellie Robinson Photography
4. John Richmond Photography
5. Genevieve DeVries Photography

Goal: 2-3 confirmed partnerships + 1 styled shoot scheduled

Week 2: Wedding Planners (2-3 total)


Already drafted:
1. Fear No More Events (Jessica)
2. Posey Planning

Goal: At least 1 confirmed referral partnership

Week 3: Caterers (2-3 total)


Already drafted:
1. Touch of Class Catering

To find:
- 1-2 more Northern Michigan caterers
- Focus on those with wedding experience

Goal: 2 preferred caterers confirmed

Week 4: DJs & Entertainment (2-3 total)


Already drafted:
1. Dramatic Dimensions Entertainment
2. JD Entertainment

Goal: 2 preferred DJs confirmed

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Part 5: Tracking & Management



Vendor Tracker Spreadsheet


Location: ~/clawd/OverlookHubbardLake/outreach/vendor-tracker.csv

Track:
| Field | Purpose |
|-------|---------|
| Vendor Name | Who |
| Category | Photographer, DJ, etc. |
| Contact | Email/Phone |
| Date Contacted | Outreach date |
| Response | Yes/No/Pending |
| Partnership Status | Prospect/Interested/Confirmed |
| Referral Terms | Fee structure if any |
| Notes | Relationship details |

Partnership Confirmation Checklist


When a vendor agrees to partner:
- [ ] Send confirmation email with terms
- [ ] Add to website Preferred Vendors page
- [ ] Add to internal recommendation list
- [ ] Follow on social media
- [ ] Schedule site visit if applicable
- [ ] Add to vendor tracker

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Part 6: Website Preferred Vendors Page



Structure




PREFERRED VENDORS

We've partnered with the best wedding professionals in Northern 
Michigan. These vendors know our venue and deliver exceptional 
service to our couples.

[PHOTOGRAPHY]
• Shauna Wear Photography — [link]
• John Richmond Photography — [link]

[PLANNING]
• Fear No More Events — [link]

[CATERING]
• Touch of Class Catering — [link]

[ENTERTAINMENT]
• Dramatic Dimensions Entertainment — [link]

[Note: All vendors listed are independent businesses. We 
recommend them based on quality, but the choice is always 
yours. You're welcome to use any vendors you prefer.]


Update Process


- Add vendors as partnerships confirm
- Review list every 3 months
- Remove vendors who underperform or go inactive

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Part 7: Long-Term Vendor Strategy



Year 1 Goals


- 5 photographers
- 2-3 wedding planners
- 2-3 caterers
- 2-3 DJs
- 2 officiants
- 1-2 florists

Year 2+ Goals


- Host vendor appreciation event (summer meetup)
- Create vendor Facebook group
- Launch styled shoot series
- Build "Vendor of the Month" spotlight
- Develop exclusive partnerships with top performers

Success Metrics



| Metric | Target |
|--------|--------|
| Vendor referrals per month | 2-3 |
| Vendors on preferred list | 15+ |
| Styled shoots hosted | 4/year |
| Cross-promo posts | 2/month |

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Appendix: Sample Referral Agreement




REFERRAL PARTNERSHIP AGREEMENT

Between: The Overlook at Mount Mariah ("Venue")
And: [Vendor Name] ("Partner")

Effective Date: [Date]

TERMS:

1. REFERRAL FEE: Venue agrees to pay Partner $300 for each 
   wedding booking referred by Partner.

2. DEFINITION: A "referral" means the Partner introduced 
   the client to Venue, and the client books and pays a 
   deposit within 90 days of introduction.

3. PAYMENT: Referral fee paid within 14 days of deposit 
   receipt.

4. REPORTING: Partner will notify Venue of referrals in 
   advance when possible.

5. TERM: This agreement continues until either party 
   terminates with 30 days written notice.

6. NO EXCLUSIVITY: Both parties may have similar 
   arrangements with other businesses.

Signed:

_________________________ Date: _______
[Venue Representative]

_________________________ Date: _______
[Partner Representative]


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This strategy is designed to build a self-sustaining referral network. Execute consistently and relationships will compound over time.