How can you effectively communicate with clients who are unfamiliar with event planning?

- Event's Objective. - Event's budget. - Who is the targeted audience [their age, educational background....etc]. - Listen to all the client's needs and expectations. - Share past events examples.

To quote Sherlock Holmes, "Data! Data! Data!", Data! Data! Data!”, “I can't make bricks without clay.” Be personable. Ask the client about their goals and vision for the event. This will help them become comfortable, while giving you the base you need for managing expectations. Make sure you share more of what you CAN do, as opposed to what the challenges will be. But be up front.

Según mi experiencia lo principal es crear una hoja de ruta entre ambas partes, realizar visitas técnicas a los lugares propuestos, mostrar fotografías o videos de lo que queremos lograr, reuniones periódicas de avances, presupuestos claros y detallados. Debemos ser claros, transparentes y respetuosos. El cliente no tiene porqué saber cómo funcionan los equipos técnicos, es nuestro deber informarle. Es importante apoyarnos en la tecnología como presentar renders 3d o planimetrías en autocad para que sea mucho más didáctico el entendimiento espacial, por ejemplo, de un salón o espacio. Otro punto importante es que conozcan a nuestros proveedores de confianza que son relevantes en el resultado del evento. Somos equipo para lograr el objetivo

Gently reminding and reassuring clients that you have planned numerous events successfully and even providing references from past clients can help put them at ease. Let them know (and show them) that you will promptly answer any and all questions and advocate for them throughout the entire process.

All events are unique, you first have to establish what the main objective is ,why you want to have event,who is the target market you want to attract and will it be cost effective for everyone.

Providing reference material for the timelines and information that is needed at each stage can be helpful. Sending reminder messages through their preferred method of contact a week-2 weeks before the deadline will keep everyone on track. Always communicate through the best channels for the client.

Quizas en mi opinión este es el punto más importante. Muchas veces pasamos listas de tareas o requerimientos a personas que no tienen ni idea de porque lo estamos pidiendo. Si ellos no logran entender el porqué es importante lo que le estamos solicitando, lo pondran en la cola de una lista de tareas no prioritarias. Educar, informar y lograr que entiendan las prioridades y las razones por la cual se piden ciertas cosas en determinados tiempos y formas.

Consistent communication is vital when working with clients unfamiliar with event planning. Regular updates on the event's progress and milestones, along with addressing any questions or concerns promptly, help keep them informed. Use various communication methods – emails, calls, meetings – adapting to their preferred style. Templates and checklists can ensure clear and consistent messages. Additionally, encourage open dialogue to gather feedback and tailor your approach to their communication preferences, creating a collaborative and transparent planning experience.

You can think of yourself as a chef and of your clients as home cooks. Like cooking, almost all people have experience of organizing birthdays and events so there is no a "black box" to open in event planning. You are hired because you are a pro, so keep it simple and teach them your tricks. Always explain what you do and what the next step is, much like a Michelin chef would teach a home cook to make the best pasta ever. ??

Demystify whatever doubts your clients have about issues surrounding events. When people are given a clearer picture of situations they tend to cooperate with you thereby making your work easier. Remember clients will not agree to do business with you if you do not give them a clearer picture of where they are going.

Answer any questions they have and explain how event planning adds value to their project. Be transparent about challenges or pitfalls prior to and during the planning process. Quell any concerns they may have by providing solutions.

1. Listen actively to their needs. 2. Use plain language, avoid jargon. 3. Provide visuals and updates. 4. Encourage questions. 5. Set realistic expectations. 6. Be patient and offer options. 7. Share past event examples. 8. Seek feedback for improvement.