Why Pre-Event Communication is the Secret to Seamless Events (...and Happier Clients!)
🎉 The event is booked, and the client is excited—so what’s next? Here’s where pre-event communication makes or breaks the experience.
Great communication doesn’t just make life easier for your team; it creates a stress-free planning process for your clients and opens up opportunities to grow your revenue.
Let me paint a picture for you:
Imagine this:
Lisa just booked your venue for her daughter’s quinceañera. It’s months away, so she puts everything on the back burner.
Fast-forward to two weeks before the event. Lisa suddenly has a million questions:
“Can I add another food station?”
“What time can the decorators come in?”
“Can I rent extra seating?”
Your team scrambles to accommodate her requests, but it’s last-minute, and things feel rushed. Lisa is stressed. Your team is stressed.
Now, picture the same scenario—but this time, you’ve been in touch with Lisa every step of the way.
Two weeks after booking, she gets a checklist of things to finalize.
A month before the event, you suggest adding your premium décor package (she says yes).
Two weeks out, she feels confident because every detail has been ironed out.
The event goes off without a hitch. Lisa is thrilled, and she’s already talking about hosting her next event with you.
Why Pre-Event Communication Matters:
✔️ Upsell Opportunities. Pre-event check-ins aren’t just for logistics—they’re a golden opportunity to offer upgrades. Whether it’s catering, décor, or AV packages, many clients are happy to add extras when reminded early.
✔️ Avoid Last-Minute Chaos. No one likes scrambling the week of an event. Clear and early communication ensures all the details are locked in well ahead of time.
✔️ Position Yourself as a Partner, Not Just a Venue. By providing event planning tips, timelines, or checklists, you’re adding value beyond the space. Clients will see you as a helpful guide, which makes them more likely to recommend you to others.
Quick Tip: Send a personalized email or text to every client:
2 weeks after booking: “Here’s a checklist of things to think about!”
1 month out: “Do you need help with X or Y? Here are some add-ons our clients love.”
2 weeks before: “Let’s confirm everything so we’re ready for your big day!”
How’s your pre-event communication process?
If it feels rushed or reactive, let’s fix that. Send me a message for tips on how to create a seamless system that keeps clients happy and your team stress-free.
Let’s turn every event into a success story! 🌟
