SayPro Post-Event Follow-up: Collecting Feedback, Compiling a Report, and Sending to Stakeholders

After hosting an event, it’s crucial to assess its success and identify areas for improvement. A comprehensive post-event follow-up process helps you gain insights into attendees’ experiences, gather valuable feedback, and share the findings with key stakeholders. Here’s how you can approach this in detail:

1. Collecting Feedback from Attendees

Gathering attendee feedback is vital for measuring the event’s effectiveness and understanding the attendees’ perspectives. There are several methods to collect this feedback:

a. Surveys

• Create an Online Survey: Use survey tools like Google Forms, SurveyMonkey, or Typeform to design a feedback form. Include a mix of question types (multiple choice, Likert scale, open-ended).
  • Example Questions:
    • How satisfied were you with the event overall? (Rate 1–5)
    • What was the most valuable aspect of the event for you?
    • Were the event’s objectives clear? (Yes/No)
    • What would you improve for future events?
    • Any additional comments or suggestions?
• Send the Survey: Send out the survey within 24–48 hours after the event while it’s still fresh in attendees’ minds. This could be done via email, event apps, or through links shared on social media platforms.

b. Direct Interviews

• Engage a Select Group of Attendees: For more detailed insights, consider scheduling follow-up interviews with a handful of attendees. Focus on gathering qualitative feedback about their specific experiences.

c. Social Media Monitoring

• Track Hashtags & Mentions: Monitor relevant event hashtags, mentions, and comments on social media platforms (e.g., Twitter, LinkedIn, Instagram) to capture unsolicited feedback.
• Engage with Attendees: Respond to feedback on social media by thanking attendees for their participation and asking follow-up questions to understand their experiences better.

d. Polls & Quick Feedback

• Live Polls During the Event: If you used live polls during the event, use the results to gauge real-time satisfaction and gather immediate feedback on specific sessions.

2. Compiling the Feedback into a Report

Once you’ve collected the feedback, the next step is to analyze and compile it into a comprehensive report. This will provide a clear overview of the event’s success and actionable insights.

a. Data Analysis

• Quantitative Data: Look at numerical data from surveys and polls. Calculate the average ratings for satisfaction, and identify trends, such as common positive or negative responses.
• Qualitative Data: Review open-ended feedback from surveys, interviews, and social media. Look for recurring themes or suggestions that could inform future events.

b. Structure of the Report

1. Introduction: Briefly summarize the event, its goals, and key objectives.
2. Attendee Demographics: Provide an overview of the attendees, such as their roles, industry, or region, if relevant.
3. Key Metrics & Insights:
   • Overall satisfaction (average rating)
   • Popular sessions or speakers
   • Key takeaways from attendee feedback
4. Strengths: Highlight aspects of the event that were well-received.
5. Areas for Improvement: Identify aspects that need attention for future events (e.g., logistics, content, venue, etc.).
6. Suggestions for Future Events: Based on attendee feedback, provide recommendations for improvements or new ideas for upcoming events.
7. Conclusion: Summarize the findings and reflect on how they will influence future event planning.

c. Visual Representation

• Use charts, graphs, or infographics to make the data visually appealing and easier to digest.
• Create a snapshot of the key data points, like satisfaction ratings or most popular sessions, to give a quick overview.

3. Sending the Report to Stakeholders

Once the report is compiled, it’s time to share it with your stakeholders. These may include internal teams, event sponsors, partners, and key decision-makers.

a. Tailor the Report to Your Audience

• Executive Summary: For senior stakeholders, provide a concise executive summary at the beginning of the report, highlighting the key findings and recommendations.
• Detailed Report: Provide a more detailed version of the report for event planners, marketers, or team members who may need to dive deeper into the specifics.

b. Send via Email

• Craft a professional email introducing the report and its findings.
  • Example:
    “Dear [Stakeholder],
    I hope you are doing well. We’ve compiled a detailed post-event report from [Event Name], and I’d like to share the insights with you. This includes feedback from attendees, as well as recommendations for future events. Please find the report attached for your review.
    Should you have any questions or would like to discuss the results further, feel free to reach out.
    Best regards,
    [Your Name]”

c. Follow-Up with Stakeholders

• After sending the report, schedule a follow-up meeting or call to discuss the findings and any next steps. This is especially useful for large events with multiple stakeholders.
• Be open to questions and suggestions, as this may help refine your future event strategies.

4. Implementing Feedback for Future Events

• Use the feedback gathered to make improvements in planning future events. For instance:
  • If attendees felt that networking opportunities were lacking, you might design more structured networking sessions next time.
  • If a particular session was praised for its value, consider replicating or expanding it in future events.