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  • Writer's picturePaolas EventsLLC

Client Etiquette

We discuss some tips on proper etiquette for communications between clients and vendors.


Tips for Clients As you prepare for an event, you will no doubt encounter various scenarios where the rules are not set in stone. Do I have to reply to that email now? How many messages should I send to my DJ? Why is my catering service not answering my call? If this resonates with you, take a short moment to relax. Breathe in. Breather out. You are not the only one who feels this way, and many people have been in your shoes. Here are some simple steps to maintain healthy, professional relationships with your providers while protecting your mental well-being. Step 1. Inquiries If you have contacted vendors regarding your event, congratulations! You are on your way to a successful event! Once you contact them, it may take a few hours to a few days (depending on the season and volume of events) to receive a response. Once you hear from them, you may receive one of the following responses: (1) request for more information, (2) pricing and availability, or (3) invitation for a consultation.


  1. This response is designed to provide a personalized customer experience. It is more common for high-end vendors to search for as much information as possible to create a unique event.

  2. Providers will provide this information to give customers an opportunity to see if they are a good match for each other.

  3. This response generally indicates that the client provided additional information at the consultation and the provider believes that a consultation is necessary.

The most important thing you have to do is: respond. Simply put, providers and their staff take time out of their schedule to respond to your inquiry. If you're just trying to get an idea of ​​prices, that's fine too, but let your supplier know this is up front. Not responding at all will indicate that your query was not serious and that is not a good appearance. Step 2. Prioritize Take a few minutes to decide what is most important. Do you need to order fabric swatches for your bridesmaids or order your birthday cake? If your planner is already handling these items, go ahead and let them help you prioritize your goals. They can help you manage communications and budgeting. However, if you are planning all or part of it on your own, try to think about what needs to be done now and make a note to accomplish those items first. Step 3. Respond Life often sneaks up on us. We were going to call the officiant, but our dog needed to go to the vet, or we got a call from our son's school. The list goes on and on, and it's out of our control. What is in our control is how we manage it. If you agreed to send a response within a certain period and can no longer do so. Send a quick message: "Hi, I know I was supposed to make a setlist decision today. There's a problem at the kids' school, could we move our call to tomorrow? Thanks." A simple 2-3 sentences can save both you and your providers a headache. This alerts the provider that you may need more time, which a professional provider needs to understand. It also respects that person's time by allowing them to focus on other work instead of waiting for a response that might not come.

Step 4. Follow Up

Sometimes the shoe is on the other foot, and it is the vendor who is not replying in a timely manner. Shame on them. Just kidding! It happens that sometimes a vendor cannot respond right away for a number of reasons, but they still should respond within a timely manner. If you do not receive a response to an inquiry within a couple of days, write a quick email, "Hi [Name], I just wanted to follow up and see if you got my message about cake flavors? Hope to hear from you soon. Thanks." This should prompt the vendor to realize that perhaps they missed your first message, or they had not hit send to their first email. Either way, it addresses the issue while also maintaining proper etiquette.


These are just some of our tips for maximizing your time and building relationships with your vendors. If you've read this far thank you and consider following us on social media. Have a great day!

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