{"id":8463,"date":"2016-02-29T10:14:42","date_gmt":"2016-02-29T15:14:42","guid":{"rendered":"https:\/\/blog.qceventplanning.com\/?p=8463"},"modified":"2016-02-29T10:14:42","modified_gmt":"2016-02-29T15:14:42","slug":"conducting-the-client-consultation-part-one","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2016\/02\/conducting-the-client-consultation-part-one","title":{"rendered":"Conducting the Client Consultation: Part One"},"content":{"rendered":"<p>It&#8217;s the question on every new wedding and event planner&#8217;s mind: how do I conduct my client consultations? After all, as QC Event School tutor <a href=\"https:\/\/www.qceventplanning.com\/tutors\/athena-devonne\/\" target=\"_blank\" rel=\"noopener\">Athena DeVonne<\/a> tells us, the consultation is where every journey with a client begins. From preparation to content to follow-up, the consultation process is essential to starting you and your future clients on the path to planning.<\/p>\n<div class=\"video-container\">\n<iframe loading=\"lazy\" title=\"Conducting the Client Consultation: Part One\" width=\"500\" height=\"375\" src=\"https:\/\/www.youtube.com\/embed\/Zyl2ZZ5aZZI?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/p>\n<\/div>\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\/2016\/02\/conducting-the-client-consultation-part-one\/#Preparation\" >Preparation<\/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\/2016\/02\/conducting-the-client-consultation-part-one\/#Why_those_questions\" >Why those questions?<\/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\/2016\/02\/conducting-the-client-consultation-part-one\/#Content\" >Content<\/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\/2016\/02\/conducting-the-client-consultation-part-one\/#Wrapping_up\" >Wrapping up<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Preparation\"><\/span>Preparation<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>We all know you have to be prepared in order to be successful, so Athena uses a pre-consultation form to get herself ready for every consultation.<\/p>\n<p>Whenever she gets an inquiry, she lets the potential client know that she needs a consultation in order to give them a quote. Along with scheduling the consultation, she\u2019ll send her client an online form. She likes to tie everything back into her business branding, so she calls her form \u201c<a href=\"https:\/\/transpose.com\/go\/marriage\/#\/\" target=\"_blank\" rel=\"noopener\">Let\u2019s Get Coalesced<\/a>.\u201d<\/p>\n<p>Why the form? You need to know who you\u2019re going to meet with so that you know:<\/p>\n<ol>\n<li>How to speak with them<\/li>\n<li>How to present yourself<\/li>\n<li>How to approach their questions<\/li>\n<\/ol>\n<p>Some important questions to include are:<\/p>\n<ul>\n<li>What is the budget?<\/li>\n<li>When the event\/wedding date?<\/li>\n<li>Have they chosen a color scheme chosen already?<\/li>\n<li>Have they already selected any vendors?<\/li>\n<\/ul>\n<p>All these questions help prepare you for a consultation where you only gives the client the content they actually need. Consultations are all about customization. The client should feel that they\u2019re a priority: you\u2019re actually listening to them and their needs, not just going through a rehearsed pitch.<\/p>\n<p>There\u2019s another reason Athena asks these questions through her pre-consultation form instead of during the consultation. Asking all these questions in your first face-to-face meeting can feel kind of like an interview, and you don\u2019t want your prospective clients to feel like you\u2019re interviewing them! Instead, you want them to feel like they\u2019re in a conversation.<\/p>\n<p>Plus, whenever you take your eyes away from the client to write something down, there\u2019s an automatic disconnect. A pre-consultation form lets you avoid this, since you\u2019ll already have your basic information down. It also lets the client fill the form out on their own time. There\u2019s no pressure, and they can get anyone involved with the event to help them fill it out.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Why_those_questions\"><\/span>Why those questions?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Athena asks for a prospective client\u2019s color scheme because she likes to wear something in the wedding\u2019s colors. For instance, if she\u2019s meeting with a bride whose colors are coral, teal, and ivory, she\u2019ll wear an ivory shirt with coral jewelry, and bring a teal handbag. When you\u2019re connecting with a bride by wearing her colors, you automatically make her feel welcomed.<\/p>\n<p>Asking about the venue is also important. If they have a venue, Athena likes to ask if they can schedule the consultation at the venue. That way the bride and groom can envision their wedding as they\u2019re talking about it.<\/p>\n<p>As for asking whether they\u2019ve chosen any vendors already, this lets you know how much work you\u2019ll actually need to do with this couple. Not every bride needs all of your services! This way you\u2019ll know who to refer to them to and where they are in the planning process.<\/p>\n<p>There\u2019s a few ways you can do your questionnaire. Athena used a company called transpose.com, or you can create a Word doc, Google doc, or any other type of questionnaire.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Content\"><\/span>Content<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>So you\u2019ve set up a consultation and gotten back your pre-consultation form\u2014now you need to prep content based on the information you received.<\/p>\n<p>This isn\u2019t really the time to discuss everything you can do and show off your portfolio. Athena prefers to hold that information until they\u2019re actually her client, because getting all that information during the consultation can be very overwhelming!<\/p>\n<p>What you want to focus on is client. What do they need? What do they want? The best way to do that is by asking open-ended questions.<\/p>\n<p>Athena starts off her consultations by telling her prospective clients that she wants to get to know them. First of all, she wants to know their love story. How did they meet? What was the proposal like? What are their hobbies and interests? What are things they share when they find themselves the happiest together?<\/p>\n<p>While they\u2019re talking, you can watch and pick up on their mannerisms, behavior, and personalities. That\u2019s another reason Athena doesn\u2019t want a questionnaire in front of her during the consultation\u2014she doesn\u2019t want to miss all the body language signals her clients can give off.<\/p>\n<p>You\u2019ll also want to bring up questions related to information from the questionnaire, like what vendors they\u2019ve booked already and how many guests they\u2019re planning on inviting. But be careful, because you should never ask the same question twice. If you\u2019ve already asked about something in your pre-consultation form, mention it as a statement during the consultation. For instance, you can say, \u201cI see you have 175 guests and you\u2019re looking for a ballroom\u201d to make them feel like you\u2019re paying attention to them.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Wrapping_up\"><\/span>Wrapping up<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Once you\u2019ve got them talking about themselves they start to get a little more comfortable. When Athena feels they\u2019re almost at the point where they\u2019re done talking, she says, \u201cIf you guys don\u2019t have any more questions, I\u2019d love to tell you a bit about how I started my company.\u201d This stuff is important to brides\u2014they want to get to know you just as much as you got to know them!<\/p>\n<p>Here\u2019s what Athena likes to talk about, all within a brief 5-7 minutes:<\/p>\n<ul>\n<li>What got her interested in becoming a wedding planner<\/li>\n<li>How long she\u2019s had her business<\/li>\n<li>Some of her career highlights<\/li>\n<li>Some of the experiences she feels have helped her grow better for each of her clients<\/li>\n<\/ul>\n<p>Finally, don\u2019t forget to follow up! Get back in touch with the client within three days of the consultation to ask if they have any other questions.<\/p>\n<p><i>Look out for Athena\u2019s next video in March, where she\u2019ll walk us through a mock consultation!<\/i><\/p>\n<h3 align=\"center\"><i>Want more info on consultations? Check out our post on <a href=\"https:\/\/blog.qceventplanning.com\/2015\/08\/event-client-consultation-questions-creating-the-concept\/\" target=\"_blank\" rel=\"noopener\">creating the concept during your consultation<\/a>!<\/i><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>It&#8217;s the question on every new wedding and event planner&#8217;s mind: how do I conduct my client consultations? Get Athena&#8217;s top tips!<\/p>\n","protected":false},"author":8,"featured_media":8467,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[9,21,11],"tags":[],"ppma_author":[349],"class_list":["post-8463","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-from-the-experts","category-planning-tips","category-career"],"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>Conducting the Client Consultation: Part One - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"It&#039;s the question on every new wedding and event planner&#039;s mind: how do I conduct my client consultation? 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