How can you communicate technical requirements to clients for events?

1 Know your audience

Before you present your technical requirements to your clients, you need to know who they are and what they care about. Are they familiar with event production terms and concepts, or do they need more explanation? Are they interested in the creative aspects of your event, or do they focus on the budget and timeline? Are they flexible and open to suggestions, or do they have fixed expectations and preferences? Knowing your audience will help you tailor your communication style, tone, and level of detail to suit their needs and interests.

2 Use visuals and examples

One of the best ways to communicate technical requirements to clients is to use visuals and examples. Visuals can include diagrams, sketches, photos, videos, or mock-ups of your event design and layout. Examples can include previous events you have produced or attended, or similar events in the industry. Visuals and examples can help your clients visualize how your technical requirements will enhance their event goals, experience, and outcomes. They can also help you avoid confusion and misinterpretation of technical terms and concepts.

3 Explain the benefits and risks

Another important aspect of communicating technical requirements to clients is to explain the benefits and risks of your choices. Benefits are the positive outcomes and impacts of your technical requirements, such as improved quality, efficiency, engagement, or safety. Risks are the potential challenges and problems that your technical requirements might entail, such as higher costs, complexity, or dependency. Explaining the benefits and risks of your technical requirements will help your clients understand the value and trade-offs of your proposals. It will also help you justify your decisions and negotiate your scope and budget.

4 Provide options and alternatives

Sometimes, you might encounter clients who are not satisfied or convinced by your technical requirements. They might have different opinions, preferences, or constraints that prevent them from agreeing with you. In such cases, you need to provide options and alternatives that can address their concerns and meet their needs. Options and alternatives are different ways of achieving the same or similar results with different technical requirements. They can include different equipment, software, or personnel options, or different levels of quality, quantity, or complexity. Providing options and alternatives will help you demonstrate your flexibility and creativity, and build trust and rapport with your clients.

5 Use clear and concise language

Finally, you need to use clear and concise language when communicating technical requirements to clients. Clear and concise language is language that is easy to understand, follow, and remember. It avoids jargon, acronyms, and technical terms that might confuse or alienate your clients. It also avoids unnecessary words, sentences, or information that might distract or overwhelm your clients. Using clear and concise language will help you communicate your technical requirements to clients in a professional, respectful, and effective way.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?