What do you do if your event planning clients are being difficult and unprofessional?

It's crucial to prioritize creating unforgettable experiences for your clients, regardless of any challenging situations. Even if clients are being rude, maintaining focus on branding and entertainment ensures they still have a great time. Continuously develop and refine your approach to provide top-notch service and leave a lasting positive impression.

It’s crucial to remain composed and professional, no matter the client's behavior. Staying calm helps you think clearly and respond appropriately. I've found that taking a moment to breathe and collect my thoughts before responding can prevent the situation from escalating.

It's essential that your contract for event planning not only outline expectations of your services, but also sets expectations for the client. For example, you can require that clients set aside a certain amount of time each week to meet, that they provide feedback within X amount of time, that all final decisions be written, not verbal etc.. Once I started incorporating these into the agreement the relationships became much more respectful.

Clearly communicate what is acceptable and what is not in terms of behavior and demands. Setting boundaries early in the relationship can prevent misunderstandings and ensure a professional working environment. In my practice, I use written agreements that outline both parties' expectations and responsibilities, which serve as a reference point if disputes arise.

Effective communication is key to resolving conflicts. Speak openly about the issues at hand, using specific examples and sticking to facts. Avoid emotional language. I’ve often used phrases like, “When X happens, it results in Y, affecting the project in Z way,” to clearly state the problem without assigning blame.

Documenting emails, meetings, and phone calls can provide a clear record of what has been discussed and agreed upon. This practice is invaluable if you need to refer back to conversations or if disputes need to be resolved legally. I ensure that all communication, especially regarding changes or approvals, is confirmed in writing.

We all want to be heard and seen. So, do that. Instead of shutting them down or jumping too quickly to shift/change, first hear their concerns. Oftentimes, they want to know that you get them, and it's been miscommunicated. Then, ask them if they have a solution they would like to see - we can't make everything happen - but you are more likely to resolve the situation by hearing them out and adapting your strategies rather than just running off on a tangent first.