Event communication hacks: Keeping everyone in the loop.

Good communication is the heart and soul of a successful event. Whether you’re communicating with vendors, assigning tasks to your team, or informing attendees, the way you communicate can make or break your event! All you event planners out there know how easy it is for details to slip through the cracks, leading to chaos later on. However, when you have the right strategies to keep everyone informed and prepared, your event can transform into (mostly) smooth sailing.

In this article, we’ll explore five essential communication hacks to avoid miscommunications. 

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Keep a paper trail.

In the fast-paced world of event management, relying on memory for important tasks or projects is a recipe for disaster. Document the details to make sure that nothing falls through the cracks! After every meeting, whether it’s an in-person chat, a Zoom meeting, or a phone call, make it a habit to send a follow-up email. Highlight any key takeaways, new tasks and to whom they are assigned, deadlines, or other important info. Voila! A written record that everyone can refer back to.

This is especially important when it comes to communicating with vendors or your team. Things like delivery schedules, service agreements, and more can easily get lost in the sauce. When it’s all documented in your email inbox, you have the entire archive of info that you can refer back to. It’s also helpful if any types of disputes arise – we’ve all seen Judge Judy, right? By keeping information organized in a central spot, you will be more efficient, but also build credibility with your team and vendors.

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Create an FAQ webpage.

Are you asked many questions about your event from future attendees? Think about how much time you spend replying to the same questions from customers. If you haven’t already, create an FAQ page on your website. Give detailed answers to questions on a range of topics, including event location, how to purchase tickets, the event schedule, and attractions. You’ll also want to include details about parking, accessibility, accommodations, and event rules or prohibited items. You can also create a vendor FAQ section, going over things such as the application process, booth setup, payment procedures, and deadlines. By making the whole process transparent, you’ll attract more vendors.

An FAQ page helps everyone – guests can come better-prepared and have a better experience. Your team members won’t need to repeat themselves quite as much. When everyone has an answer to their burning questions, you can get back to other important event things!

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Keep yourself organized.

Staying organized is so vital to successful event management. By having clear protocols and systems, you make sure that every detail – no matter how small – is accounted for. Your team members will feel better with clarity on what exactly is expected of them. Start by developing good habits to keep you (and your team) on track. For instance, regularly follow-up on tasks to monitor progress and help out with any issues that pop up. Write everything down to ensure that no details are overlooked. Another good habit is to set an agenda for upcoming meetings or phone calls. Outline the topics you’d like to discuss, the current status of team projects, and questions you may have. Keep your team organized with a project management tool like Trello or Asana. Projects, tasks, and deadlines can be kept in one location for everyone to see. You can also assign tasks to specific team members. Project management tools make it a breeze to manage multiple aspects of event planning at once!

If you’re planning multiple events at once, read our article on how to juggle everything and stay organized! 

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Check in regularly.

See how everyone is making progress on various tasks with regular check-ins. These check-ins can be quick stand-up meetings, weekly progress reviews, or scheduled one-on-one sessions. Stand-up meetings are short, focused meetings where a team member will briefly share what they’re working on, how it’s going, and any obstacles they are currently facing. This helps keep everyone in the loop, and others can jump in to assist if needed. Progress reviews are more detailed meetings where the team can discuss larger milestones, check-in on projects, and adjust plans if needed.

Everything moving forward as planned? Lucky you! With vendors, regular check-ins are crucial to ensure that deliveries or services are on schedule. Give them a quick phone call, email, or schedule a video meeting for more major commitments. This helps you and your vendors avoid any potential miscommunications or other hiccups, which keeps you both happy.

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Stay composed & professional.

In the fast-paced world of event management, things can and will go wrong. It’s all an inevitable part of the process (and life, really) that helps us to learn and improve. When issues arise, it’s vital to maintain your composure and remain professional – whether it’s with clients, attendees, team members, or vendors. Keeping your cool under pressure helps people trust you, but also helps resolve conflict more efficiently. To prevent event hiccups, make your expectations clear from the start. Clear roles and expectations set the standard.

However, if you find that a particular vendor or team member is consistently causing issues – such as incorrect shipments, poor communication, or rule violation, it may be time to have a serious discussion. Be composed but firm while addressing the specific issues. Holding others accountable ensures that others learn from their mistakes! Again, it’s all part of the learning process.

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It’s all about communication.

With so many moving parts all at once, event planning can get a bit complicated. However, when you prioritize communication and organization, you can easily manage every detail and put on a successful event. It’s all about regular and clear communication! These habits will help you stay on top of managing it all – including projects with your team and vendors, or keeping attendees well-informed. Here’s to your next event being the best yet – smooth and efficient. Happy planning!

June 6, 2024

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June 6, 2024

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