Vendor Orientation

1. Registration
1. The date of future Vendor Orientations will be listed on the Purchasing Web Site. The executive secretary updates this site.
2. Vendors are able to download the Registration Form and fax it to the appropriate administrative person.(The Furniture/Printing Buyer's Purchasing Assitant)
3. As forms arrive, collect them in a file. Once more than 50 registration forms are received, a rejection letter should be faxed back to the vendors who submit registration forms after the 50 confirmed spots are filled.
4. If there are fewer than 50 people registered in the days before the orientation, then let the Buyer know so they can let other departments know there are openings yet to be filled.
5. A list should be compiled of all the names received to use as an attendance sheet and so the vendors can sign-in at the beginning of the Vendor Orientation Presentation.
2. Vendor Orientation Packets
1. About two months before the Vendor Orientation, you should check to make sure that no materials need to be specialty printed or ordered for the packets.
2. About 1 week before the Vendor Orientation, the packets should be put together.
3. It's best to have about 60 packets completed.
4. Always keep one packet from the previous Orientation to use as a "master". Check with the Furniture/Printing Buyer to make sure the material is correct and up to date.
5. If copies need to be made, they should be taken down to Printing Services on the basement level of WBOB. The Office Manager will provide accounting information in order to charge the copying fee back to the department.
6. Once the copies and materials are gathered, it will take a couple of hours to put the information together in the folders.
As soon as a date is established, book the conference room, setup the appointment on the presenter's calendars, and reserve the equipment.
3. Orientation Day
1. Normally, the Vendor Orientation takes place on the first floor of WBOB in one of the conference rooms. (The Furniture/Printing Buyer takes care of reserving the room. Either Room 140, or 142).
2. About one hour before the orientation, signs should be hung in the lobby and hallways to direct people to the correct room.
3. Signs should also be posted to give directions to the restrooms on the first floor.
4. The vendor orientation packets should be handed out to each vendor as they arrive.
5. About 15-30 minutes before the orientation, you will have a table set-up outside of the conference room in order to greet the vendros and to have the vendors sign-in. If they are not on the list, have the vendors sign their names and company name at the bottom of the sheet. You can also direct them to the coatroom at this time, if necessary.
6. Once the vendor orientation has begun, stay at the table for at least 30 minutes to assist any latecomers.
4. After the Orientation Presentation
1. Take down all the signs you have placed in the lobby and hallways and save for the next session.
2. Collect the packets that were not taken by the vendors.
3. Make sure the conference room is left in a reasonable condition.
4. Assist the buyer with equipment and bringing the materials back upstairs.
5. Place extra materials in the storage cabinets in the copy room - located on the 5th floor, ask the buyer for exact location.
5. Buyer Tasks
1. The Buyer chooses dates based on availability of Room 142 and the Purchasing Director's calendar. Buyer has Room 142 reserved, and schedules the event on the Director's calendar with a copy to the Executive Secretary.
2. The Buyer gets information on future dates to the Executive Secretary for web updates.
3. The Buyer maintains the vendor orientation PowerPoint Presentation with current information.
4. Vendor Orientation packets are kept in the Purchasing Services cabinets in the Payroll Services copy area. Re-order folders from Printing Services.
5. The Buyer collects evaluations and prepares a summary for the Director.