From the moment you start your business until after you become a seasoned professional, knowing how to effectively communicate with potential clients is key. Your success depends on being able to accurately attract new clients, send clear and helpful responses, and close the deal – again and again, over and over.
Effective client communication is especially critical when working in the events industry. There are so many questions to be answered, details to be ironed out, and expectations to clarify to ensure a successful event. Follow these simple tips to gain communication skills for booking gigs that will improve the experience for you and your client – and most importantly, get you more work!
1. Communicate the client’s way
A guaranteed way to ruin a potential business relationship and stall a booking from the outset is to demand the client communicate with you on your terms. It is important to maintain a customer service mindset and to discover what means of communication works best for them. While you might prefer one form over the other, remember that “the customer is always right” so do it their way.
In this digital age where face-to-face communication with your customers isn’t always possible, online messaging and texting are essential for selling your product or service. Keep this in mind when responding to leads. Even if a contact number is provided, try sending a text if they don’t answer your phone call. Being flexible with your communication tactics will build comfort and credibility with your clients.
📱 Insider secret: Texting has quickly become the go-to method in success stories we’ve heard from our users. After their introductory message on the platform, they immediately text the client’s provided phone number (because it’s likely a mobile phone). Remember, a fast response is important – the first to reply usually gets the gig!
2. Keep your messages simple
We humans tend to have a short attention span, so it’s important to keep your communication as short and to-the-point as possible. Your messages should be conversational, as though you’re chatting with a friend. Listen to your client – both what they are saying and not saying, respond thoughtfully with only the most relevant information, and ask follow-up questions.
Try to avoid long messages with a ton of detail, especially for your initial response. Large blocks of text loaded with links can be very overwhelming. Take the time to understand their event and what they might need, and speak directly to that. Beyond an entertainer or performer, you are a problem solver. Address their needs and wants first, then offer suggestions to enhance their event. Knowing exactly what to say and how to say it is an effective communication skill you’ll perfect over time.
👉 Pro tip: For your introductory message, send just 4 or 5 sentences. Briefly introduce your service, explain how it fits with their event, and end with a follow-up question. This will get a dialogue started.
3. Follow up (but don’t overdo it)
Don’t let a client’s silence intimidate you. They may be considering the cost, comparing prices, or just distracted by life. Find the balance between overreaching and ignoring. We recommend one or two follow-up messages throughout the lifetime of the lead. When you do follow up, keep your messages short and kind – never hound or bully them into a response.
There are two types of follow-up messages that are most effective:
Did you get my message? – It’s okay to assume that your message simply got missed, so a follow-up message a couple of days after no response is perfectly acceptable. Reiterate any vital details from your first message so they can just respond to this new one.
I’m still available – Sometimes you’ll be talking with a seemingly-interested client, and then communication will stall with no resolution. When this happens, send the client a short message reminding them that you are still available and interested in their event. If communication stalled after you sent a quote, offer to negotiate or give them a couple of other price points to choose from.
4. Always clarify important details
Clarity is the most important tool in executing good communication. It will help you avoid headaches and frustration with even the most difficult event planners. Throughout the quoting process and after you’ve booked, make sure every detail is covered. Keep in mind that when you are booking shows, especially for private events, you’re being entrusted with a special occasion in someone’s life. These are experiences they can’t get back, so it’s your job to make sure it goes perfectly.
As a professional, you have the answers, so be their friend in the business and take the time to explain details and processes. The lack of clarity and communication in details, process, and expectations are the greatest factors in a negative talent buyer experience.
Put the following details in writing:
- Payment – Make sure the client knows how payment works. Clarify the amount they will pay, when they will pay it, and how. If you book through GigSalad, all payments are handled for you!
- Services provided – Explain the full scope of the services you intend to provide, including any guest number or time limitations you have. You should also outline any breaks that will be needed, especially if you’re a musician so the event organizer can plan for any lulls in the live music.
- Setup requirements – Inquire about specific event times to determine when you can set up and tear down. Be sure the client knows about any on-site needs like power and staging in advance.
- Day-of-event details – Confirm the event address, including parking info and any special directions or instructions for accessing the venue. Always exchange day-of-event contact phone numbers so both parties can reach each other with urgent issues or questions.
5. Keep learning and revising your approach
No one communicates perfectly right out of the gate. As with any vital skill, it takes time and practice to get it right. Every lead is a chance to learn what you’re doing well and what you could do better. Reflect on your phone calls and examine your messages to see which led to a booked gig and which left you at a dead end. Look for common themes in the good experiences and missteps in the unsuccessful ones.
Learning from your own experiences is only half of the work to be done. Go the extra mile by digging into additional resources and finding more ways for improving your communication skills. We’ve outlined four essential skills below to get you started!
Skill #1: Manage expectations
There are often preconceived ideas about how the booking process will go or no idea at all. As the experienced party in the negotiation, it’s your responsibility to learn how to communicate in a way that creates and manages your client’s expectations.
Skill #2: Identify & correct common mistakes
Mistakes happen and not all are avoidable – but many are. Especially simple communication blunders like bad introductory messages, missing details, lack of connection, and no follow-through. Figure out which mistakes you are making and learn from them.
Skill #3: Help your clients succeed
With websites like GigSalad, it’s important to understand the platform you are using. Become the expert by exploring resources like help centers so you can effectively communicate with your client and answer every question they might have, sometimes before they even ask them.
Skill #4: Create iron-clad agreements
It’s inevitable that some things will get lost in translation throughout the back-and-forth communication. Your final booking agreement or contract is your chance to cover all your bases and ensure your client has every detail in writing so there are no surprises later.
Learning how to communicate with clients is the key to booking more gigs, getting great reviews, and gaining repeat clients. Your business should always be a work in progress – strive to be better and do better. Learn more, make improvements, and see your booking rate increase. And it all starts with effective communication.
Let us know some of your best tricks for client communication in the comments below!
Looking for more gig opportunities? Try GigSalad for free!
Heather is the Content Manager and a GigSalad veteran of 15+ years. She loves helping event planners create unforgettable celebrations and talent make a living doing what they love. When not at work, she enjoys reading romance and fantasy books, bingeing TV shows, playing board games, and spending time with friends.
I suppose that I shouldn’t be surprised…but I am.
I vehemently disagree with three out of four of these tips. (“clarifying details” of, course,
But what do I know? I’ve only got a degree in communications and a little over 4,000 gigs under my belt.
Hi Jeff, we’re always open for feedback! Can you share what you would change about the tips?
Jeff,
Hmmm, Brian’s suggestions seemed perfectly reasonable to me.
I’ m curious – why the vehement disagreement?
Jim Lewis
Jeff,
What parts of these four tips do you vehemently disagree with?
I do not yet have 4,000 paid gigs in my performing arts career. (That is an impressive number to me.) If you care to share your wisdom and experience, that could be extremely valuable and helpful to other performing artists.
Best wishes,
with gratitude,
– Ira G. Liss
Very good
Thank for your time and effort in sharing with us.
Thanks, Margaret! We’re glad you found the article useful.
Great suggestions! I always learn something from these. Following up a couple of days later by text had never occurred to me but I always follow up by messaging via the site if I don’t hear back in a few days. However, I don’t see the client’s phone number on all of the leads, very few in fact. I went back and checked my past leads to be sure, and I am not seeing them. I will definitely watch more closely from now on however as most people are going to see a text right away but not necessarily an email.
Thanks so much for posting! –
Tom Duarte
They want to know the price before I have a chance to talk thats bad business im great at this game used to have a phone sales job I need their phone number before I give them a price or you take a loss and I have ask them ahead of time how much work is involved before we set a price you give me a chance at this im a great drummer ill be one of your leading people for you
Another thing about accepting charity gigs would be to find out other vendors are also working for free, like caterers, bartenders and set up crew. If not, the band should be paid in accordance with the others.
If I remember right Gig Salad encourages all communications to be via the web site so when a contract dispute occurs, the written documentation is available. I feel entertainers should understand that when they send a bid and that bid is excepted, you are in a legal contract. I spell out what I will do and get more information. I have to tell them what to expect from me and what I need them to do in order do a good job. If they are going to put me outside in April to face paint, I will not do a good job, I will be shivering cold. So I have to “stand up” with realistic boundaries. I try to be flexible but that can lead to customers “using me” to get more unpaid hours or horrific working conditions. I like the paid in full concept. If not paid in full, I am running down the person with the check book after my show has ended. Who has the power then, you are right, the guy with the check book. Deanna, the clown with a Degree in Business Administration.