SayPro Event Evaluation Report Template: For documenting insights, attendance, and feedback for each event

Here’s a SayPro Event Evaluation Report Template designed to document insights, attendance, and feedback for each event. This template will help in analyzing the event’s success and identifying areas for improvement.

SayPro Event Evaluation Report

Event Title:
[Enter Event Title]
Date(s) of Event:
[Enter Event Date(s)]
Location:
[Enter Location (Neftalopolis or Online)]
Organized by:
SayPro Community Learning Centers

1. Event Overview

Brief Description of the Event:
[Provide a brief overview of the event, including the main themes or objectives. Include the purpose, goals, and any important details regarding the event format or activities.]

2. Attendance & Registration Data

Total Registrants:
[Enter the total number of registrants]

Total Attendees (On-site / Virtual):
[Enter the total number of attendees, specify whether they attended in-person or virtually]

Attendance Breakdown by Demographics:

• Age Group:
  • Under 18: [Number]
  • 18–24: [Number]
  • 25–34: [Number]
  • 35–44: [Number]
  • 45+: [Number]
• Occupation/Role:
  • Community Leaders: [Number]
  • Educators: [Number]
  • Students: [Number]
  • Other: [Number]
• Geographical Distribution (if applicable):
  • [Enter locations or regions attendees came from, e.g., “Local, Regional, National”]

Registration vs. Attendance Rate:
[Enter the percentage of attendees vs. registered participants, and note if there were any significant drop-offs]

3. Event Engagement & Participation

Engagement Metrics:

• Q&A Sessions: [Enter the number of questions submitted during Q&A]
• Polls and Surveys: [Enter the number of participants engaging with polls/surveys]
• Breakout Sessions / Group Discussions: [Enter the number of participants in these sessions]
• Other Interactive Activities: [Describe any other forms of engagement such as workshops or exercises, and how many participated]

Technology and Tools Used:

• [List any tools or platforms used, e.g., Zoom, Google Meet, event app]
• Issues Encountered (if any): [List any technical difficulties experienced, e.g., sound issues, connection problems]

4. Participant Feedback Summary

Overall Satisfaction Rating (from Feedback Form):
(1 = Very Dissatisfied, 5 = Very Satisfied)

• Average Rating: [Enter the average satisfaction rating from the feedback received]
• Ratings Breakdown:
  • 1 Star: [Number or % of respondents]
  • 2 Stars: [Number or % of respondents]
  • 3 Stars: [Number or % of respondents]
  • 4 Stars: [Number or % of respondents]
  • 5 Stars: [Number or % of respondents]

Key Strengths (from Feedback):
[List the areas participants highlighted as strengths. This may include content quality, speaker/facilitator effectiveness, interactivity, or other positives.]

• Example: “Participants appreciated the interactive sessions and the clarity of the facilitator’s presentations.”

Areas for Improvement (from Feedback):
[List areas where participants felt improvements were needed. This could include content delivery, event length, technology issues, etc.]

• Example: “Some participants suggested that the event could be longer to allow for more in-depth discussion.”

5. Content and Delivery Assessment

Relevance and Quality of Content:

• Excellent
• Good
• Average
• Below Average
• Poor

Quality of Presenters/Facilitators:

• Excellent
• Good
• Average
• Below Average
• Poor

Suggestions for Content Improvement:
[Enter feedback regarding the content such as more specific topics, different learning approaches, or any specific resources suggested by attendees.]

6. Logistics & Organization

Event Organization Rating (from Feedback):

• Excellent
• Good
• Average
• Below Average
• Poor

Logistics Evaluation:

• Registration Process: [Enter feedback on the registration process, including ease of use, communication, etc.]
• Location Setup (if in-person): [Enter feedback on the venue (accessibility, seating, etc.)]
• Event Platform (if online): [Enter feedback on the online platform (ease of use, technical reliability, etc.)]

Suggestions for Logistics Improvement:
[Enter suggestions for future events regarding logistics or organization.]

7. Marketing & Outreach Effectiveness

Effectiveness of Marketing Campaign:

• Very Effective
• Effective
• Neutral
• Ineffective
• Very Ineffective

Sources Participants Used to Hear About the Event:

• Social Media
• Email Newsletter
• Word of Mouth
• SayPro Website
• Other: [Specify]

Suggestions for Improving Outreach & Promotion:
[Enter feedback and suggestions from attendees regarding how they found out about the event, and how SayPro can improve its marketing outreach.]

8. Key Takeaways & Recommendations

Key Insights from the Event:

• [Enter major takeaways such as successful strategies or key lessons learned that will help inform future events.]

Recommendations for Future Events:

• [Enter suggestions for improvements in content, engagement, logistics, or overall event planning.]

9. Conclusion & Next Steps

Overall Event Success Rating:

• Highly Successful
• Successful
• Neutral
• Needs Improvement
• Unsuccessful

Follow-Up Actions:

• [List next steps for addressing feedback, planning future events, or any follow-up actions required based on participant insights.]

Prepared by:
[Name of Event Organizer/Coordinator]
Date:
[Enter Date]

This SayPro Event Evaluation Report serves as a detailed record of the event’s outcomes, providing a comprehensive analysis of attendance, engagement, participant feedback, logistics, and marketing effectiveness. It also offers a structured way to capture key insights and recommendations for future events.