Creating a post-event report is an essential part of any event that was organized by you. This is because reporting on an event gives you and your client valuable insight as to how effective the event actually was.
Furthermore, such event reports help you plan more effectively in the future. Since an event report involves a lot of data with regards to the number of attendees, the expenses, the revenues and other similar information, collecting all the data together can reveal some very interesting trends and therefore allow you to make proper decisions in the future.
Nevertheless, writing a report on an event is not an easy thing to do. As such, here you will find some great tips and guidelines as to how you can write a perfect report for yourself and your client.
Creating data reports for your report
Data reporting is one of the most important skills that an event organization needs to possess. This is because it’s that very data that will help you analyze the effectiveness of your event in objective terms and help you plan appropriately.
GEVME provides you with all the tools necessary to create a meaningful report. It helps you create categories and sort your data according to various criteria. Such digital tools are quite helpful as they cut down the time required to manually create these reports.
However, data reporting also involves collecting data and presenting it in a way that’s understandable. Simply incorporating large data sets and tables will not convey any meaning and therefore will not be helpful in revealing insights.
Representing data can again be a difficult task as it requires you to be familiar with representation methods such as pie charts, bar graphs, line graphs etc. Furthermore, each type of data needs to be represented appropriately.
For instance, qualitative data – which includes information such as the types of tickets which sold the most, or how satisfied the attendees were with the overall event – is more appropriately represented through bar charts.
In addition, the data you select to report should be relevant. That is, things like the number of attendees, male-to-female ratio, satisfaction levels, types of attendees, are all important pieces of information that may help you or your client learn more about the event.
How to analyze your tech data of the report?
Analysis of the data that you’ve collected is another demanding task in and of itself. One thing that needs to be made clear over here, is that data collecting for an event and presenting it is completely different from data analysis.
The event report data needs to be thoroughly analyzed so that important decisions can be made. Such analysis involves studying the patterns that may be revealed by the data you’ve collected.
For instance, your report may include the type of attendees that attended the event. This may reveal that the majority of the attendees were professionals with a technology background.
You may use this information to market your event more effectively in terms of focusing on professionals who are tech experts or those who are associated with the tech industry in any capacity.
Preparing to write a great event wrap-up report
An event isn’t over until after the attendees leave. There’s a whole lot of things that you need to do after the event is wrapped up for the attendees. Not surprisingly, most of it has to do with coming up with a post-event wrap-up report.
In the world of events and media, a report is as good as its timeliness. That is, the report should be prepared as soon as possible if it is to remain relevant. This is because economic trends and individual preferences change instantly. Therefore, decisions based on information that is outdated can result in significant losses.
As such, it is always recommended to prepare reports within two days of the event. This ensures that the findings are relevant and that the decisions made are much less likely to fail. In fact, the reports shouldn’t be delayed for more than two weeks.
However, writing an event report in such a short period of time is far from possible. Therefore, the following will provide you with some tips that you can follow in order to come up with a comprehensive report in the shortest amount of time.
Quite expectedly, the most important part of writing an event report is to take notes of the things that are happening while the event is ongoing. This ensures that you’re paying closer attention to how the event is turning out.
You need to make sure that the notes capture all the important tidbits, such as the number of attendees, the overall environment, the parts which the audience liked or disliked etc.
While note-taking, it’s advisable to write everything down that you can. This ensures that you can extract enough information when you’re writing the actual report.
Taking photos may not help you with your report-writing directly. However, it does let you create a good rapport with the audience. Also, it may be required by your client for administrative purposes.
In addition, it may be used to create profiles in the future for various branding and marketing activities.
Nevertheless, ensure that the event policy allows you to take photos in the first place. Secondly, get permission from the audience before taking their photos. This is because some attendees may prefer not having their photos taken.
Audio and Video
If possible, it’s always a good idea to tape the entire event or any important sessions in the event. This is because such recordings can be referred to in the future to assess how the event unfolded, and what were the dynamics with regards to how the event was organized.
However, don’t forget to include a little description below a video clip or an audio script in the report. This will help the reader know the significance of the content.
Other materials needed
Other relevant information may include the opinions of the attendees or anything else that you perceive to be relevant.
This may also include content associated with presentations given by certain speakers at the event, the portfolio of certain professionals and other such information.
Writing Your post-event report
Now that you have all the required material, it’s time that you start writing the actual report. Like every other report, you may follow a predefined structure of starting with an introduction, the main body, and a conclusion.
The introduction needs to highlight what the event was about and why the report is being written. The body should include all relevant statistics and information that you have collected through your notes along with descriptions of videos and audios.
Also, the body should have your analysis based on the data you collected. This should be followed by recommendations and a conclusion in the end.
Helpful tools to write a report
There are various online tools that you can use to write a good report. GEVME, as mentioned earlier, provides some very useful tools that help you categorize your data, analyze the data and navigate through it effectively with the use filters and other inbuilt features.
Publishing your post-event report
You could publish the report on your website through your company’s blog or may get conference organizers to help you with getting a wider reach for your report.
Furthermore, other organizations may be looking for reports for data mining purposes. Therefore asking them to publish your report on their own website, in return for providing them the report can give your piece a significant boost.
Good Sample Post-event reports
You can always make use of an event report sample to help you with your report.
Below is an event report template that you may use to get started.
You can use the table of contents as a guide to help you with the type of information you’ll need to collect and write.
Writing a post-event wrap-up report can be a hefty task. However, it does offer a number of benefits in terms of providing you with key information, based on which you can make critical decisions with regards to your event.
Follow the steps mentioned above, and you will have a perfect report in no time.