Texting During An Event

We know that texting when we are driving, when we are in face-to-face conversations and during church is not acceptable, but what about texting during an event between the meeting planner and the provider?

Of course I keep my phone on silent, but the ability to communicate with my client during an event has been extremely helpful. This line of communication between you and your client during an event can make sure your guests are comfortable, update on the location of your keynote speaker, and let them know just when the VIPs are ready to enter the stage. Not only that, but texting can keep the catering company on track, allow you to know when to release guests for dining, or get the temperature adjusted in the room to keep the guests comfortable.

Therefore, I’ve gathered my top tips for maintaining your professionalism while using the great tool of texting to communicate with your client and vendors during an event:

1. Mimic your client’s communication style

Make sure you know the best way to frame things for your client. Be sure to keep the text professional and keep the slang words and emojis for your personal text.

2. Make your texts clear

Texting is for short messages. Because they are short, they can at times be misunderstood. Instead of shooting off a quick message that wasn’t well thought out, take a minute to make sure your message can be easily read and understood without creating any hard feelings or misinterpretations.

3. KISS – Keep It Simple Sweetheart

Don’t be long winded on your text messages. Save the novel for email communication. Understand that a quick text to have the heat in the room adjusted is just that. No more needs to be said. Make sure your communication is not quip or snarky on text. This can easily be misread.

4. Respond Promptly

The reason I love texting for events is because I don’t have to open my email, comb through all the junk emails and find my client’s correspondence. I can quickly get the message and pass it along to others and solve the problem quickly. I am also less likely to miss something.

5. Be Patient

Yep, I just said quick, quick and quick; now I am reminding you to have patience.The fact is, your text might have come at a bad time and can’t be immediately responded to. Don’t continue to send texts over and over; give your recipient a bit of time. If you don’t get a response in a very long time…Pick up the phone and call.

6. Don’t completely give up on the old-fashioned phone call 

Yes, I love the ease of texting, short messages and quick responses, but sometimes the best way to communicate is still hearing a voice on the other end. You can learn a lot about what is going on with the person by hearing what and how they say it.

7. Finally, don’t text more than necessary, know when to end the conversation

I know sometimes texting ends abruptly, but if the information flow has come to a stop and all the necessary information is exchanged, end the chain. Don’t get stuck with having to have the final word.

Use texting to your advantage with your client and vendors during an event. It will save you from running from location to location to communicate simple requests, or the loud interruption of a radio that comes on at inopportune times. Make sure you have a list of all the cell numbers you need from your clients and your vendors and if you are sending a text to a new number, or haven’t communicated in a while, make sure to introduce yourself again to those you are texting. “Hi, this is Tracy Fuller, ………”Happy Texting!