{"id":7129,"date":"2015-11-09T08:00:19","date_gmt":"2015-11-09T13:00:19","guid":{"rendered":"https:\/\/www.qceventplanning.com\/?p=7129"},"modified":"2015-11-09T08:00:19","modified_gmt":"2015-11-09T13:00:19","slug":"the-importance-of-your-first-client-conversation","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation","title":{"rendered":"The Importance of Your First Client Conversation"},"content":{"rendered":"<p>Every event planner knows how important their first official meeting with a new client is. That consultation can make or break your shot at a new contract. What about the interaction that comes before a consultation meeting?<\/p>\n<p>To set up your first client conversation, you\u2019ll speak to a new client by phone or email first. Occasionally you might speak to them face to face at a job fair or if visitors are welcome at your office. These conversations give clients their first impression of you and your brand.<\/p>\n<p>Here are some quick \u201cdo\u2019s\u201d and \u201cdon\u2019ts\u201d for your first conversation with a new client:<\/p>\n<ul>\n<li><b>Do<\/b> treat them like a person, not as prospect. Be respectful.<\/li>\n<li><b>Don\u2019t<\/b> overwhelm them with too many questions and details in the first few minutes.<\/li>\n<li><b>Do<\/b> sell yourself and your services. They asked, after all!<\/li>\n<li><b>Don\u2019t<\/b> get pushy when it comes to scheduling a consultation.<\/li>\n<li><b>Do<\/b> speak in a friendly way that invites them to ask questions.<\/li>\n<li><b>Don\u2019t<\/b> be too casual or treat the client like one of your buddies.<\/li>\n<\/ul>\n<p>Check out these ten ways to have a great first conversation with a new client!<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\/#1_Prepare_in_advance\" >1. Prepare in advance<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\/#2_Get_the_clients_attention\" >2. Get the client\u2019s attention<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\/#3_Create_a_good_first_impression\" >3. Create a good first impression<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\/#4_Listen_or_read_carefully\" >4. Listen or read carefully<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\/#5_Take_notes\" >5. Take notes<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\/#6_Clarify\" >6. Clarify<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\/#7_Use_your_judgment\" >7. Use your judgment<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\/#8_Give_and_get_the_facts\" >8. Give and get the facts<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\/#9_Stay_open_to_questions\" >9. Stay open to questions<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\/#10_Encourage_further_action\" >10. Encourage further action<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\/#Its_all_about_balance\" >It\u2019s all about balance!<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"1_Prepare_in_advance\"><\/span>1. Prepare in advance<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>You can\u2019t prepare for a random phone call or email the way you can for a consultation meeting, but there <i>are<\/i> things you can do to help yourself! What would you say if someone gave you 30 seconds to describe your services and why they\u2019re useful? This is similar to what you\u2019ll do by phone or email in your first conversation with a new client. Think about it beforehand and write yourself a cheat sheet of key points to keep at your desk. Practice your speech in the mirror at home. When that phone rings, you\u2019ll be ready!<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"738\" height=\"363\" class=\"alignnone size-full wp-image-7167\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/11\/Event-Blog-First-Client-Conversation-How-to-be-a-party-planner-preparing-in-advance.jpg\" alt=\"Event Blog First Client Conversation- How to be a party planner preparing in advance\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/11\/Event-Blog-First-Client-Conversation-How-to-be-a-party-planner-preparing-in-advance.jpg 738w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/11\/Event-Blog-First-Client-Conversation-How-to-be-a-party-planner-preparing-in-advance-300x148.jpg 300w\" sizes=\"auto, (max-width: 738px) 100vw, 738px\" \/><\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"2_Get_the_clients_attention\"><\/span>2. Get the client\u2019s attention<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Besides having your small speech prepared, get the client\u2019s attention by staying up front and clear about what you offer and how you can help them. You don\u2019t want to appear desperate for their business, but you want them to know that you\u2019re interested and willing to discuss options. Without waving your sales pitch in their face like a banner, give them the information needed to feel fully informed at the end of the conversation.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"3_Create_a_good_first_impression\"><\/span>3. Create a good first impression<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If you stay calm and confident, you\u2019ll have a better chance of conveying a positive first impression. Think about how small things like greetings and introductions reflect on your image, your brand, and the way you want people to understand your business. Balance professionalism and respect with friendliness and approachability. It\u2019s nice when your clients like you, but remember you\u2019re building a business relationship, not a friendship.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"4_Listen_or_read_carefully\"><\/span>4. Listen or read carefully<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Whether you\u2019re speaking on the phone or exchanging emails, really absorb what your clients are telling you. Pay attention to what they want, need, and expect. At the same time, look at what they might not be saying. Which details don\u2019t they know? Which parts aren\u2019t thought out yet? Are they confused about anything? Unless your client is having trouble describing what they need, you should be able to get most of that information by effectively listening to or reading what they\u2019re telling you.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"5_Take_notes\"><\/span>5. Take notes<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Jotting down a few key details while you listen to your client is a smart organization tactic. Just avoid getting so caught up taking notes that you miss what your client is saying or forget to make eye contact in face to face scenarios. At the very least, make note of the client\u2019s name and the nature of their event. This will help you avoid embarrassing mix ups later.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"738\" height=\"363\" class=\"alignnone size-full wp-image-7166\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/11\/Event-Blog-First-Client-Conversation-How-to-be-a-party-planner-by-taking-notes.jpg\" alt=\"Event Blog First Client Conversation- How to be a party planner by taking notes\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/11\/Event-Blog-First-Client-Conversation-How-to-be-a-party-planner-by-taking-notes.jpg 738w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/11\/Event-Blog-First-Client-Conversation-How-to-be-a-party-planner-by-taking-notes-300x148.jpg 300w\" sizes=\"auto, (max-width: 738px) 100vw, 738px\" \/><\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"6_Clarify\"><\/span>6. Clarify<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Clarification is the second step to listening. You\u2019ve heard the information, jotted down the important parts, and now it\u2019s time to verify and process it all. Of course, you don\u2019t want to ask new clients the same thing repeatedly or they\u2019ll think you weren\u2019t paying attention! You should, however, sort out any areas of confusion right away. Moving on without clarifying details could lead to mistakes and make you lose the contract later.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"7_Use_your_judgment\"><\/span>7. Use your judgment<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Think about the client\u2019s attitude and the event they\u2019re considering you for. Is it appropriate and realistic to discuss budgets and pricing in the first conversation, or should those things wait until the consultation meeting? Usually, getting an idea of the client\u2019s budget and giving them a run down of your pricing options is a good idea right away. You might not give them a concrete estimate, however, until you have time to go through the details together at the consultation meeting. Pushing money talk on your client too quickly or aggressively can scare them off, so assess the situation carefully and be flexible.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"8_Give_and_get_the_facts\"><\/span>8. Give and get the facts<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Which details does your client already know? What standard information can you give them to consider between now and the consultation? Exchange what details you can and agree to handle all other issues if you both decide to sign a contract. For example, you won\u2019t be able to nail down a detailed planning schedule in the first conversation, but you might be able to roughly estimate how long each step on the timeline to their event would take based on your experience.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"738\" height=\"380\" class=\"alignnone size-full wp-image-7165\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/11\/Event-Blog-First-Client-Conversation-How-to-be-a-party-planner-handshake.jpg\" alt=\"Event Blog First Client Conversation- How to be a party planner handshake\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/11\/Event-Blog-First-Client-Conversation-How-to-be-a-party-planner-handshake.jpg 738w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/11\/Event-Blog-First-Client-Conversation-How-to-be-a-party-planner-handshake-300x154.jpg 300w\" sizes=\"auto, (max-width: 738px) 100vw, 738px\" \/><\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"9_Stay_open_to_questions\"><\/span>9. Stay open to questions<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If you and the client have communicated very effectively, they might not have questions at the end of your conversation. Let them know that you\u2019re ready and willing to answer anything, but don\u2019t push the subject if they think they have the information they need. Take a friendly, open approach without forcing details on them.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"10_Encourage_further_action\"><\/span>10. Encourage further action<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Sometimes a client wants to leave the conversation open ended and you have to accept that. When you can, however, steer them toward a follow up interaction of some kind. Ideally, you want to schedule a consultation meeting before you hang up the phone or file that email chain away. If the client seems very eager or perhaps unsure but you have a good feeling about it, suggest scheduling a meeting to discuss things in more detail. If the client is adamant that they\u2019ll \u201ccall you if they need you\u201d, let it lie. Relying on your professional appeal and hoping you\u2019ll hear from them is better than losing the job all together because you were too pushy.<\/p>\n<h2 class=\"highlight\"><span class=\"ez-toc-section\" id=\"Its_all_about_balance\"><\/span>It\u2019s all about balance!<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Effective communication, great listening, and a friendly attitude will get you far. You want to be informative, confident, helpful, and respectful to make a good first impression. Don\u2019t be conceited, but don\u2019t let people walk on you. Try not to overwhelm the client with details, but make sure they get all the information they need. Sell your services, but don\u2019t be obnoxious. If you can impress your clients in the first few minutes, your chances are good for impressing them in your consultation meeting too!<\/p>\n<h3 align=\"center\"><i>Comment below with your top tips for meeting clients and find out <a href=\"https:\/\/blog.qceventplanning.com\/2016\/02\/getting-the-event-planning-clients-you-really-want\/\" target=\"_blank\" rel=\"noopener noreferrer\">how to get the clients you really want<\/a>! <\/i><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>You want to be informative and respectful during your first client conversation. Here are 10 ways to make a good first impression!<\/p>\n","protected":false},"author":6,"featured_media":18597,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[2,3],"tags":[],"ppma_author":[348],"class_list":["post-7129","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business","category-event-planning-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>The Importance of Your First Client Conversation<\/title>\n<meta name=\"description\" content=\"You want to be informative and respectful during your first client conversation. Here are 10 ways to make a good first impression!\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"The Importance of Your First Client Conversation\" \/>\n<meta property=\"og:description\" content=\"You want to be informative and respectful during your first client conversation. Here are 10 ways to make a good first impression!\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\" \/>\n<meta property=\"og:site_name\" content=\"Pointers for Planners\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/QCEventPlanning\" \/>\n<meta property=\"article:published_time\" content=\"2015-11-09T13:00:19+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/11\/Copy-of-Event-Feature-Event-Logo-Overlay-100x100-36.png\" \/>\n\t<meta property=\"og:image:width\" content=\"672\" \/>\n\t<meta property=\"og:image:height\" content=\"300\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Corina Wan\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Corina Wan\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\",\"url\":\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation\",\"name\":\"The Importance of Your First Client Conversation\",\"isPartOf\":{\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation#primaryimage\"},\"image\":{\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/the-importance-of-your-first-client-conversation#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2015\/11\/Copy-of-Event-Feature-Event-Logo-Overlay-100x100-36.png\",\"datePublished\":\"2015-11-09T13:00:19+00:00\",\"author\":{\"@id\":\"https:\/\/www.qceventplanning.com\/blog\/#\/schema\/person\/82158cef4991aa17478f481bf9245f3d\"},\"description\":\"You want to be informative and respectful during your first client conversation. 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