What are some of the best practices for building trust and rapport with your event clients?

All long-standing strong relationships are built on trust. I've always found the fundamentals in building trust to be: - Full transparency and honesty - Consistency - Delivering what you have agreed when you agreed it. - Reliability Working as an extension of your client's team and really being 'in it together' is imperative to developing and maintaining a strong, trusted relationship.

Problems always arise in any event but the best stay calm think out the box and solve stuff. Always try and communicate this from the outset to clients with humour as it puts their mind at rest that you are a professional and will do your very best by them to accommodate their needs and calmly solve any issues whilst going above and beyond and being 'nice' is a prerequisite for any worth their salt event organiser. It only works if you are genuine with it. Always be nice not only to clients but especially to outside contractors and your venues teams (be honest with yourself) if you are like this in the real world you will gain more respect. This is the best way you build up strong reliable contacts and bonds. Worked for me for 30 years..

Firstly, it's about active listening—tuning into their needs, dreams, and concerns. Because understanding is the first step to a strong connection. Transparency is my secret sauce. No hidden agendas; just open communication. It builds a bridge of trust that lasts. Setting realistic expectations is my mantra. Overpromise? Never. Delivering beyond expectations? Always. It's the trust-building dance. Being reliable seals the deal. Consistency, meeting deadlines, and exceeding expectations—we're building a relationship, not just planning an event. Every milestone achieved is a shared victory. It's not just business; it's about creating memories and partnerships that stand the test of time. Here's to trust, rapport, and unforgettable events!

When working with others from very different backgrounds, it’s best to refrain from snap decisions that fail to take their wishes/plans/preferences into account. Often, such relationships offer participants growth and change opportunities. Don’t miss out on those possibilities.

Take personal accountability. When inevitable challenges arise in this field, take responsibility for them. Avoid shifting blame or making excuses. Clients expect solutions, not justifications.

Even while evolving or reaching new levels to accommodate others’ demands/requests, it’s also wise to maintain specific parameters and boundaries (in order to produce professional results that give your clients ongoing confidence in your process, as well as repeat business).

To build trust and rapport with event clients through listening and empathy, follow these practices: Active Listening: Pay full attention to clients’ needs, concerns, and ideas. Avoid interrupting, and ask clarifying questions to show you understand. Empathy: Put yourself in their shoes. Acknowledge their challenges and provide thoughtful, client-focused solutions. Personalized Responses: Tailor your communication and solutions to each client’s unique needs, demonstrating that you truly value their perspective. Follow-Up: Show commitment by addressing concerns and providing timely updates, reinforcing a sense of care and partnership.

Guiding your clients through the stages of the event is key. As an expert in the industry, we should be able to share concerns or best practices with the clients. With multiple clients events we can share experiences, understand their challenges and find ways of reducing them is key. Follow ups and feedback after each event helps prevent the same issues from cropping up. All events come with challenges, as venue finders we are available to our clients from their first brief to post event - supporting them in anyway we can even if that means just listening

It's amazing how clients can express and over express their needs and wants, the challenge arises when they under express.. Key is to hear them out completely, understand what their expectations of the end result is and be present and attentive throughout the journey..it is an experience that we offer and create for them.

Je vous partage une situation avec un client exprimant des inquiétudes sur la perception du lancement de son produit par les employés et les partenaires. Action : Pendant la planification, j'ai posé des questions ouvertes pour comprendre leurs préoccupations. J'ai identifié les éléments clés : communication interne, engagement des employés et présentation du produit. Empathie : J'ai suggéré des solutions montrant ma compréhension. Par exemple, pour la communication interne, des éléments interactifs ont été proposés pour stimuler la participation des employés.

Event planning can involve a lot of different teams, vendors, and companies- so making sure you communicate with everyone in a way that is quick and effective is important. I still like text and phone calls for the details that might change or to ask individuals questions, but I rely on software to keep all my documents and notes in one place, assign tasks, and check on progress.

Successful collaboration starts with an effective kick off meeting that directly addresses where key documents live and what the communication hierarchy is. Sharing links to one-source-of-truth documents such as agendas, meeting notes, budgets, Comms plans and Production schedules all help to stop “version confusion.” Everyone knows they are working on the latest, truest information. Next this meeting needs to spell out team communication channels and their importance weighting. example: text = super emergency urgent, slack chat = urgent, and all other questions/comments/updates get updated directly in documents and as a call out on the next team agenda. Establishing these “rules” help to confirm true emergencies vs poor planning.

To build trust and rapport with event clients through communication and collaboration, follow these practices: Open Communication: Maintain regular, clear communication throughout the event planning process. Share updates, ask for input, and ensure transparency. Collaborative Planning: Involve clients in key decisions, seeking their feedback on important details, which fosters a sense of partnership. Problem-Solving Together: When challenges arise, work closely with clients to find solutions, demonstrating teamwork and trust. Consistent Follow-Ups: Regularly check in to ensure their expectations are met, reinforcing collaboration.

While communication is critical/pivotal in all business dealings, with the abundance of social media channels and other new media options, it’s also possible to overdo it. So, building *simplicity* and *moderation* into the processes remain two important strategic considerations.

Je propose de fournir au client des mises à jour régulières sur la planification et l'exécution, tels que des rapports détaillés sur les avancées. Par exemple, avant un récent événement, nous avons partagé un calendrier détaillé des préparatifs pour garantir une compréhension claire des étapes à venir. De plus, en matière de collaboration, nous avons impliqué nos clients dans des décisions cruciales, comme le choix du thème décoratif. Leur contribution active dans ces choix clés renforce leur implication et satisfaction. En combinant une communication proactive avec une collaboration directe, nous construisons des relations fondées sur la fiabilité et l'appréciation mutuelle.

At the end of our annual event, we asked the attendees to complete the feedback back forms on the table to share their experience in real time. We collect this and use it to improve on our event for the next year. This helps us to exceed expectations for the next year.

To build trust and rapport with event clients by delivering and exceeding expectations, follow these practices: Meet Deadlines: Consistently deliver on promises, ensuring all milestones are met on time. Exceed Expectations: Go beyond the minimum by offering added value, such as creative ideas or personalized touches, to surprise and delight clients. Attention to Detail: Ensure flawless execution of every aspect of the event, showing commitment to quality. Post-Event Follow-Up: After the event, seek feedback and highlight successes, demonstrating a focus on long-term relationships and continuous improvement.

Fix an issue early, this might be small, but show that you can make a difference to the project/company early and you will begin to earn trust fast.

É importante que o profissional de eventos sempre deixe claro para os clientes que eles são contratados para identificar o que pode dar errado. No briefing já é possível detectar pontos que podem dar problema e apontar soluções para que tudo dê certo no dia do evento. Sempre tem imprevistos que estão fora do nosso controle e que podem acontecer, mas nós costuramos a organização (ou decoração) e as soluções para minimizá-los. Não somos “tiradores de pedido”. Somos cabeças pensantes, que usam a experiência para ouvir as expectativas do cliente para o evento e que propõe direções para que aquela experiência aconteça da melhor forma, dentro do prazo e orçamento disponível. 

Another best practice for building trust and rapport with your event clients is to maintain clear and consistent communication. Regular updates, check-ins, and open lines of communication ensure clients feel informed and involved in the planning process. Promptly addressing their questions and concerns demonstrates your attentiveness and reliability. By being transparent and available, you build a strong foundation of trust and show clients that you are dedicated to their event's success and their overall satisfaction.

Much like sales, with events, the magic is in the follow up. We recently did a very large b2b event with 30k attendees at one of the UK’s largest venues but the success of it, from our perspective, was in how we followed up after the event with the client and attendees. We had actually built in a element of required follow up on purpose (by recording podcast episodes live on-site and then sending them at the event and again after) we then collated multiple episodes of the ‘live’ podcast for the client to use as promotional material across their platforms.

Organisers must collect feedback from clients and try to implement the ideas. A face-to-face meeting with key clients goes a long way. Thanking the clients for their support and acknowledging it by means of mementoes, emails or social media recognition reinforces your commitment to long-term relationships.

Often, people will recall your kindness even when other/minor aspects have underperformed. All business relationships are personal in some ways.

To build trust and rapport with event clients through follow-up and appreciation, follow these practices: Timely Follow-Up: After meetings or milestones, check in with clients to confirm satisfaction and address any concerns. Post-Event Feedback: Request feedback after the event to show you value their input and aim for continuous improvement. Express Appreciation: Thank clients for their partnership, both during the planning process and after the event, reinforcing a positive relationship. Personalized Touches: Send personalized thank-you notes or small tokens of appreciation to show genuine gratitude.

It is Important to follow-up with clients and attendees after the event to understand how their experience was. Arrange a debriefing call with clients to learn about their experiences and to identify areas for improvement. You can then apply these suggestions to future events. Send out thank-you letters to participants along with a feedback link. These suggestions will only lead to improvements.

1- Communicate . 2- Practice active listening. 3- Seek feedback and improvement. 4- Be authentic. 5- Exceed Expectations. 6- Provide value. 7- Treat your client as an individual. 8- lead with Empathy and Respect. 9- Proactively send them useful content. 10- Use positive body language and always keep your smile.

1. Be honest even if the truth isn’t pretty 2. Be precise 3. Be organised 4. Warn and advise about possible positive and negative consequences 5. Be consistent 6. Be thorough

Just be honest and upfront and expect the same from all in others in the business relationship. Give permission for all contributors to voice concerns and their vulnerabilities at any time. Make it clear that if there is a problem what jeopardizes the event, you want to know about it before it becomes a problem. However, do not threaten them when you give permission. “Tell me if something is going wrong…. So I can call my lawyer and take you to court” will just result in them hiding the truth.

Set clear expectations from the get go. - When are you available for calls and meetings, especially when working with multiple clients - When partnering with organizations, creating a clear expectation of who is responsible for certain tasks that involve the organization’s sign-off - Create a process for getting design items and contracts approved and finalized - set clear deadlines to keep everyone moving forward

The Trust Quotient (TQ), developed by Trusted Advisor Associates, is a measure of an individual's trustworthiness based on the Trust Equation. It's calculated through a self-assessment that measures the four components of the Trust Equation. The Trust Equation is a formula derived from neuroeconomics that quantifies trustworthiness. It's represented as T = (C + R + I) / S, where: T stands for Trust C represents Credibility, which is the confidence others have in your words. R signifies Reliability, reflecting the consistency of your actions I denotes Intimacy, or the level of safety others feel when sharing confidential information with you S is Self-Orientation, indicating whether your focus is primarily on yourself or others.