You're organizing a major event with last-minute changes. How can you ensure clients stay informed and calm?

One thing I have found helpful is keeping the client in loop with everything that’s taking place. This eliminates the chances of including something that may not sit well with them at a later stage.

Para mantener a los clientes informados y tranquilos ante cambios de última hora en un evento, es crucial una comunicación efectiva, clara y oportuna. Comunicación Inmediata: Alertas Rápidas: Utiliza canales de comunicación rápidos como correos electrónicos, mensajes de texto o notificaciones a través de una app del evento para informar inmediatamente sobre cualquier cambio. Actualizaciones en tiempo real: Asegúrate de que todos los cambios se reflejen inmediatamente en el sitio web del evento y en las redes sociales.

Clear and immediate communication is key. I make sure clients are informed ASAP, provide clear updates on what’s changing, and offer solutions to keep things on track. Staying calm and available helps reassure them that their event is in good hands

Make sure to clearly explain what’s going on, letting the client know exactly what has changed and why. Being open and honest helps build trust, showing them that you’re reliable and have their best interests at heart, even when things need to be adjusted.

We can’t just rely on clients to offer ideas. It’s our foremost duty and we should have a bag of ideas to pitch them when things go south. I always keep 2-3 ideas handy in case things go haywire or client changes his mind at the last moment.

As soon as there's a change, it’s important to let the client know right away. Reach out using the way they prefer to communicate—whether it’s a quick call, text, or email—so they’re in the loop immediately. Be open and clear about what’s different and why it happened. Honesty is key to building trust and helps the client feel informed and reassured during any adjustments.

Just like all fingers of our hands have different functions and can’t replicate each other, very client comes with a unique set of expectations. It’s upon us as event planners to gauge their expectations and handle them accordingly. Personalised attention is not a set criterion that can be defined as a cookie-cutter process. The level of reassurance and attention to be meted out to ensure client differs significantly depending on the event they are conducting, their background, their experience, etc.

- When last-minute changes happen, it's important to recognize that they can be stressful for the client. - Show that you understand their concerns and reassure them that you’re focused on making their event a success. - Let them know you’re committed to handling the situation smoothly and that you’re there to support them throughout the process.

Another key aspect is the importance of post-event follow-up. After the event, take the time to reach out to clients to gather feedback and address any lingering concerns they might have had due to the last-minute changes. This shows that you are committed to their satisfaction even after the event has concluded. It also provides an opportunity to learn from the experience, demonstrating your dedication to continuous improvement.