What are the best ways to communicate with all parties involved in event production?

The longer I am at this, the more I simplify my systems. I no longer pay for the big project management apps, etc. because I have found that these work just as well: Quick Communication to Whole Team: Google Chat - create a space with chat guidelines so that its only important updates only Shared Tasks: Google Keep Big Picture: I create a full project rollout in Google Sheets with a DRI (directly responsible individual) next to each category, assign a deadline. Because Google Sheets is live, each party can add notes and mark complete whenever progress is made. This is especially helpful when one party must wait for project completion before beginning their own project

Establish Clear Channels: Set up clear and organized communication channels. This may include email, messaging apps, project management tools, and regular meetings. Ensure that everyone knows where to find important information. Create a Communication Plan: Develop a comprehensive communication plan outlining the frequency, methods, and key information to be communicated. Share this plan with all stakeholders so everyone is on the same page. Define Roles and Responsibilities: Clearly define the roles and responsibilities of each party involved. This reduces confusion and ensures that everyone understands their contribution to the event.

-Firstly, the creative head or the event management team should have clear idea on the venue and the equipments used, -Secondly, the teams should be properly briefed about the event and about the communication channels they are going to use. -Additionally, communication should be very clear following top to bottom approach.

Event production involves quite alot in terms of planning and execution. Whats App is one of the best tools I have used for a flawless communication. In as much as physical meetings work effectively, the availability of all stakeholders converging at a point makes it a challenge often. I employ Whats App and Zoom/Google chat for meetings, updates and execution time lines. It allows for video evidence, expression of emotions in relation to the project.

Create a project communication plan to communicate with all stakeholders. Assign responsibilities and roles to the project team, assign task and set task deadlines. Schedule regular check-in meetings to provide updates and determine where assistance is needed.

One thing I've found helpful, is we often assume whatsapp is a personal tool but it makes for great, quick and effective group management projects. Even with Slack and Notion during big event productions, I've found myself leading projects with whatsapp. Emails are a great correspondence tool but I've suffered situations where team members miss out on information because they didn't spot a mail. I'd say even for large units, and bigger productions,perhaps we can communicate on WhatsApp with unit heads and they can pass information. You can share files for immediate view, send voicenotes, and even attempt to lighten the mood during the pressures of task with an emoji or two ????

Do not "use different communication channels to reach out to different parties." The producer must be clear and firm at the outset with the production team about this expectation. The best way to handle this at this time is creation of a GoogleDrive folder that handles all other materials. This allows the organizer to control who can view and who can edit different documents. The product will produce an email when a person is invited to interact with some document. The only exception here should be paid guests (headliners) that can reasonably expect to be catered to. I have watched one too many case of organizer burn-out to be swayed on this point. Event professionals are professionals and this is the best way to respect their time.

As a supplier of events; I've noticed that some like to use Whatsapp for communication which is simply terrible. Feedback is given in emails. Issue is that information gets easily lost and forgotten, if not hard to find back. This is not the way to go anymore. There are so many more tools that make communication and feedbacks so much easier. If you want to use a "chat" features. Using something like Discord / Slack / Google-Chat is so much better. You can create seperate channels for different occasions and within those chats; little topics can be created to discuss one action point. Almost every industry has their dedicated communication tool on the market. Make use of it; even if it isn't perfect.

Agree that there shouldn't be too many ways to communicate event related messages and share information. Think it depends on the people you are working with and how everyone feels comfortable with being communicated to, if a group watsapp is what everyone prefers to ensure they see key messages and the risk of missing information is lower then thats keeping your stakeholders happy and building more trust with them.

It's extremely important to choose the correct communication channel during an event. Before the event, during the organization, you can choose whatever you like: Teams, Slack, WhatsApp, email, you name it. But in my experience with big events and lots of people working, walkie-talkies are the way to go. Everyone can listen to everything that is going on, and it encourages short and direct messages between workers. If a longer exchange becomes necessary, you can always turn to phone calls, video chats, or one-on-one chats on any platform or in-person conversations. However, when it comes to the day of the event, you can mostly get away with walkie-talkies.

Establishing clear routines and expectations for event communication is key. Everyone is busy, and your planning process is not a top priority for all stakeholders. Make it clear when you will communicate, how you will communicate, and how you want them to respond. Give them time enough to participate meaningfully but do not expect them to pay attention continuously for months. Your stakeholders should be able to check in and out of the process. For example, I led a program team for a community event. We had regular meetings, and I sent agenda out at a specific time before the meeting and minutes out after. The emails had consistent subject lines so committee members knew when to expect an email and could search to find key details.

You do not want feedback. You are dealing with communications from 7-20 people on a single event - probably. That is for a small to midsized event. Delegate responsibilities, and then expect team leads to act as buffers. You will go mad trying to please and appease everyone. Expect respect, and make it clear that you are responsive but you need to ration yourself out to everyone that needs your attention. Choose team leads that can handle leadership themselves, and know when to escalate a problem. You handle outward-facing communications that matter - like negotiating for wholesale discounts with businesses or interactions to the venue. Do not give yourself Burnout! (see above)

Whenever I work with an Event Manager; it is important to establish how we are going to communicate. Often I have 200+ files to deliver in a short period. Along with those files I use something like a spreadsheet to layout all the files that have been exported and send. Whenever something needs to be re-done, checked or additional requests are made. The client can easily adjust the information and I get automaticly notified about the changes. No need for the event manager to create a mail to make a request. Quick and easy and this is how most of the stuff should be done.

For deliverables - Establishing clear parameters and turnaround times for feedback at a project's start will pay off tremendously by the end. For clients and internal teams - Schedule a post-mortem meeting at project kickoff. These meetings are best when you've prompted participants ahead of time to think on key wins or pain points. Frame your learnings as actionable takeaways whenever you can. This strengthens business relationships and ensures you're growing and improving over time. For audience - Don't forget about them! Allow some channel for those that attended/participated in your event to share what they liked or what they want in the future.

Yes - but be yourself. Also - be aware that there is some amount of prejudice going on against people with regional dialects. No one should be forced to adopt a false language. This will change who you actually are over time through a process called neurolinguistic programming. "Corporate Culture" is not neutral - it comes with certain assumptions and beliefs attached. Be considerate of these facts and how they relate to heritage preservation - something that we all share in the responsibility to make a reality and not a theatrical conceit. Once a language (including regional dialects) is lost it is lost - it can't usually be brought back.

Along with clear and consistent language; make use of tools that take language out of the equation; specially when you are talking about details. Talk anybody who is an communication expert how people interact; and they would agree with the idea; that we are simply horrible at communicating. If you had an conversation with anybody. It is always wise to follow up with a writen summery of the conversation so that everybody can check if they understood eachother. These days there is also few AI's who can listen to the conversation and make a summery. Benefit of this is; that you than can still tackle something that was misunderstond, or something that was said the wrong way. Clear effective communication = Dubbel Checking.

It's also important to be as inclusive and mindful as possible of all parties being communicated to, ensuring they feel communicated with in the way they feel comfortable e.g. partial hearing or sight colleagues.

Building Trust; Do what you do, and do it as good as possible. Deliver the results that are promised and you'll build this up. This will lead automaticly (usually) to the results stated in this topic. And to be honest; it is perfectly fine if you don't like somebody - it doesn't "click". Something to be expected eventually. Just focus on the value you give eachother and it will turn out fine.

A quick Google search will tell you that communication is the number 1 soft skill in business. I've found leading by example is contagious. The words you choose to use, body language, ability to adapt to change, celebrating successes, navigating challenges and demonstrating respect for one another all lead to a positive working environment and, subsequently, rapport. I continue to appreciate Maslow's Hierarchy of Needs for it's ability to remind me of what we all want at the end of the day. As a leader, this can help frame how to approach others with empathy.

Choosing the right channel is the key! No Wonder how we started hosting events offline, now it is very appealing how it would turn out to more of social media and online platforms like eventribe or appyfair. IT IS NEVER ABOUT YOU! Start by stating your target audience and how they will respond to your event, - How are you planning to share your new event? - Are they going to be interested online or offline more? - Is it user friendly platform? - What kind of channels are you using to reach your target? - Are you collecting their data for future updates? Agenda.. Agenda .. Agenda Remember, it is not only hosting the event, but responding to your customers in a good responive rate 95%, sharing the agenda and details and your objective.