Tips for Effective Communication Between Event Planners and Crewing Teams

event crewing team setting up gaming convention at Manchester central

Navigating the complexities of event planning is no easy task. With the myriad of details to oversee, it often feels like orchestrating a ballet where every move must be perfectly timed. At the heart of this coordination lies the challenge of effective communication.

It’s not just about issuing instructions or sending out updates; it’s about fostering a collaborative environment where every crew member is aligned in their objective. Achieving this level of synergy doesn’t happen by chance. It requires a deliberate effort to build bridges, understand different perspectives, and ensure that the collective goal of a successful event is always in sight. So, let’s explore how to improve communication with your event crew, turning potential challenges into opportunities for success, and making the event planning process both productive and successful.

1. Start with a Comprehensive Briefing

Before any work begins, hold a comprehensive briefing session with your crewing team. This meeting should outline the event’s goals, expectations, roles, and timelines. A well-informed event crew is more likely to perform their duties efficiently, understanding what is expected of them and how their work fits into the wider picture.

2. Define Clear Lines of Communication

Define clear lines of communication from the outset. Identify crewing chiefs and ensure that crew members know who to turn to with questions or concerns. This clarity prevents bottlenecks and ensures that issues are addressed promptly. Each Silverback crewing team arrives on-site with a dedicated crew chief, there to communicate your needs and requirements directly and efficiently back to the crew.

3. Be Concise and Confirm Understanding

When conveying information or instructions, be as specific and concise as possible. Ambiguity can lead to misunderstandings and errors. If a task requires particular attention to detail, ensure that these specifics are communicated clearly to your event crew and all members understand what is expected. After discussions or when giving instructions, summarise the key points and repeat them back for confirmation. This ensures both client and event crew have the same understanding of the next steps.

4. Be Mindful of Tone and Language

Maintaining professionalism in communication is more than just about choosing the right words; it’s about setting the tone for how your team interacts, collaborates, and ultimately, succeeds together. Even under the pressure of tight deadlines or unexpected challenges, maintaining a calm and constructive tone can prevent conflicts and facilitate smoother interactions and increased output. 

Remember, your crew is working hard to bring your vision to life. A positive and encouraging tone can motivate and inspire your team, even when delivering constructive criticism or navigating stressful situations.

5. Cultivate a Positive Work Environment

Event rigging and de-rigging can be a stressful and often time-sensitive undertaking. Establishing a positive environment that values respect, inclusivity, and teamwork goes a long way in facilitating effective communication between client and crew. Celebrate successes together and approach challenges as a team, fostering a sense of camaraderie and mutual support.

Position Your Event for Success with Silverback

By implementing these tips, event planners and project managers can significantly improve communication with their crews, leading to more efficient operations and successful events. Remember, at the heart of every great event is a team that communicates effectively, works collaboratively, and shares a common goal.

As the UK’s leading premier event crew, Silverback has offices across Manchester, Leeds, Birmingham, London, Edinburgh and Glasgow, dedicated to the successful execution of your event. From live music festivals and sports events, to film sets and corporate events, we are on hand to ensure your event is brought to life as efficiently and professionally as possible.

For more information on our comprehensive services or if you would like to make an enquiry, get in touch with us today

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Libby NolanEvents Operation Lead
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Thank you for all your help on the Lush showcase this year, we really appreciated all your hard work and effort on site. All of your guys were a pleasure to work with."
Ian ChandlerDirector
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No need to thank us for the payment, we are happy to do so. We are fully aware of the importance of our relationship and the service you provide, and we look forward to working with you again soon.
Louisa Timms Head of Operations
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Our team really enjoy working with your crew as they are always helpful, hardworking and positive - not to mention able to lift amazing weights!"
Justin Watts Head of Production Services
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Firstly, just wanted to say thanks for the guys, they were great. A special thank you to say Danny and Simon were FANTASTIC taking nothing away from the other crew, but those two were unbelievable.”
Janice Hazeldine Account Executive
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I am so pleased to have had your guys on site today. They were very professional, and no job was too big or too small. They only stopped occasionally when I asked them to, as I felt they must need a break/drink but if I didn’t ask, I think they would have just carried on…… They were fantastic and couldn’t have been more helpful.”
David WaineManaging Director
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Thank you for your assistance this week. Your guys are a credit to your business, every member of our team cannot speak highly enough of them.”
James KetteringhamHead of Creative Events
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This was a large job with many elements changing on a daily and hourly basis. The communication and flexibility from you and your crew has been exceptional.

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