Communication is crucial in the event planning process. Having a staffed base is a good idea to know where to go in a crisis. If your event is huge, consider setting clear expectations and goals with an event company because communication makes things convenient. Your event planning & execution depends on the communication approach. It could mean the difference between a good trade show and a fantastic trade show exhibition.
Here are a few tips to make your communication effective for the best trade shows:
1. Express In Writing
Communication with clients and vendors by email is a frequent task for event planners, so they should develop their abilities to write effectively. Of course, knowing how to read contracts can be beneficial, as planners frequently employ contracts to protect themselves and their clients. Experts strongly suggest that you hire a lawyer to assist you in drafting the typical agreements you’ll engage with your clients. Proofreading is a significant step to ensure proper communication. Whether you’re writing a newsletter, an email, a policy, or a procedure, proofreading may ensure that you’re conveying your message. Even the tiniest error can convey the impression to your client that you aren’t paying attention or aren’t serious about what you’re saying.
2. Communication Is Two-Way
Stewards and marshals must communicate with one another to efficiently oversee your event. This is best accomplished via event communications radios, however for private chats, private call radios, or dedicating special channels for management usage could be considered. It’s crucial to get this equipment far ahead of time to be thoroughly inspected before being deployed to the event venue. For very noisy event venues, you may need to supply earpieces. For effective and successful event management communication, marshals must be educated on using your system.
3. Enter The Conversation With An Open Mind
We believe we know what we want when it comes to events. Every decision only can be made one way – and that way should match your event company’s way. However, a professional can point you in the right direction if you are having trouble solving your problem.
It’s best to go into a conversation with an open mind and listen to what the other person says after presenting your event-related demands and requirements. Perhaps they will provide you with a lot of superior solutions and assist you in overcoming any planning obstacles more easily and quickly.
4. Clear & Simple
Everyone should talk in simple, unambiguous English, and employees should avoid using acronyms or jargon as much as possible. If terminology like this is required, a comprehensive dictionary of terms should be made available to all parties to get familiar with them.
5. The Team’s Roles
The planning process should establish who will be in charge of which tasks. Assigning a coordinator to serve as a single point of contact is a good idea. This person will be in charge of receiving, collating, cross-checking, and disclosing information on radio-channel frequencies, phone lines, call signs, contact lists, alarm cascades, and so on.
Everyone should know who is in charge, which offers directions and information, and how they will be delivered. This could be via radio, cell phone, face-to-face communication, or any other method your event employs.
Public information is also an essential factor to consider while arranging an event. People are less likely to become frustrated, obstructive, or aggressive if they are well-informed. If there are any delays, cancellations, or modifications to the schedule, think about what information your audience will require.
6. Flexibility
The roles and obligations of an event planner change from day to day. You’ll clean one minute and then be a confident leader the next. It’s part of the job to clean up messes and make difficult decisions quickly, discreetly, and effectively. Don’t get caught up in the run-on-essential. Focus on your work to keep running your show.
7. Don’t Allow Any Room For Uncertainty
Ambiguity is your worst enemy when it comes to event planning. Ensure that you understand all information by asking the same questions more than once, even if you are frightened of “looking stupid.”
Suppose questions need clear understanding to avoid confusion on the day of an event. In that case, it is better to eliminate any doubts ahead of time than to find yourself inundated with problems due to misconceptions.
8. Take Notes
Notebooks and paper are indispensable before, during, and after meetings. You’ll want to put down your thoughts and organize your priorities to become a better communicator and successfully explain the needs of your event.
This will assist you in creating a thorough narrative and communicating your needs to the planning teams. Apart from that, it would help if you took notes throughout meetings to ensure that you recall the major points of discussion.
9. Determine Who Will Be The Primary Point Of Contact For External Partners
Many partners, speakers, and sponsors are unclear about where they need to go, how to set up, or what they need to do at your event.
Consider your event partners, sponsors, vendors, and venue personnel as members of your team. Ensure that you establish a single point of contact before the event so that they can quickly communicate with your team on-site.
10. Send Them Real-Time Updates In Their Inbox
Have you got a message to deliver to your attendees straight away? The easiest and most reliable way to send emails to guests is through the App.
Consider the following scenario:
- As you approach your capacity limit, queue guests, are notified. You may effortlessly send emails to particular areas of your guest list because the Host App is linked to your event.
- Send a note to VIP guests who have been flagged about a particular VIP entry.
- Contact your guests by email, informing them of a last-minute after-party.
11. Create a Cheat Sheet
Several moving parts lead up to the event. Different teams arrive with their own messaging. This means that executives, employees, and hired staff may all say completely other things simultaneously. The essential themes will be easy to recall and consistent, and everyone will speak freely about them. Make a short “cheat sheet” with five bullet points.
12. Post-Trade Show Assistance
The event management team goes over the game film after the show is over. They provide you with the following:
- Financial reporting
- Show evaluation
- Evaluation of exhibit effectiveness
- ROI strategies
Make use of all of this knowledge to assist you in communicating effectively with your event management firm for the next expo!
Conclusion
Whether it’s event planning or other professional aspects, being a skilled communicator is critical to your success. So, suppose you need to improve your communication and interpersonal skills. In that case, there’s no better time than now to get started.