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How to Write an Event Report
Last Updated: October 22, 2022
wikiHow is a “wiki,” similar to Wikipedia, which means that many of our articles are co-written by multiple authors. To create this article, 31 people, some anonymous, worked to edit and improve it over time. This article has been viewed 1,268,770 times. Learn more...
Maybe you need to write an event report or essay to determine whether an event was successful by comparing its results against its objectives. It’s an important way that people or companies who’ve held events can determine whether they should make changes. There are ways you can ensure your event report is more successful. This matters if you're thinking of holding another event!
Event Report Help
Organizing Your Event Report
- Make sure the event report is organized into clear sections. You want to determine how the results of the event compared to the objectives for it. Summarize the main outcomes of the event.
- Tailor the event report for the needs and interests of each sponsor and audience. Consider the objectives of the sponsors. To some degree, sponsors are the key audience for an event report. They want to know whether it was worth sponsoring the event. So consider what they will want to know and what their hot buttons are.
- Tailor the event report to also meet the specific needs of the uniqueness of the event and sponsors. Don’t write a color-by-numbers report. Other audiences for the event report include senior executives and financial managers.
- Tracking key information before, during, and after the event will allow for a more specific, and ultimately more effective, report. It will also allow you to compile it all in a timelier fashion.
- Consider data collection to be continuous, using multiple people if necessary (including possible interns) to collect data. The bottom line is that you should not wait to create the report until the end of the event.
- Pick out some of the event highlights to discuss in detail. Consider which three things worked best, and which three points were most surprising.  X Research source
- Avoid packing the article with mundane details, such as the luncheon menu or a detailed summary of the entire presentation of the keynote speaker. You want to pull out the things that mattered.
Putting the Right Content in Your Report
- You could create two reports – an executive summary designed for people who have some interest in the event’s outcome, and a more detailed fuller report for people actually involved in setting up or sponsoring the event.
- In the executive summary, you want to boil down and focus on the key objects and results. The executive summary should be brief – just one or two pages. It should summarize the key elements delivered by the event, and it should include a brief interpretation of the data.
- If the event included a new product, you could present a photo of it. Photos of the actual event could help illustrate the event report. Try to get photos of sponsors’ exposure on the site to document it for the report. Again, this is a task that can’t wait until after the event.
- Samples, reproductions, and other on-site examples are good to include. Report the number of people who received sponsor coupons, etc. Document both on-site and off-site exposure generated by the event, in the media, to the audience, for sponsors.
- Focus on print ads and articles in which sponsors’ names and ads appeared, in addition to gathering circulation figures and advertising rates.
- Document television advertising, public service announcements, ratings and rate card values, and news coverage.
- Don’t forget to document radio, rate card ads, values for ads and promotions, audited reports, and so on.
- You might include a listing of your event program. You should also discuss who the key participants were in the event at some point. Keep these sections brief, though.
- Make sure to spend the most time listing and discussing the specific key outcomes of the event and matching them to the outcomes that were listed. Be realistic, and don't try to sugarcoat things that didn't work.
- You should detail all costs, including marketing and promotional activities, staff expenses, and sponsorship costs. It’s a good idea to include a detailed budget. Financial managers and senior executives will want to see evidence that backs up conclusions.
- Include an accounting of revenue , such as fees, sponsorships, and exhibits. But make sure that you compare revenues to revenue projections. Compared to what? That's a good question to ask.
- Other pertinent statistics and data can include the number of sales leads generated and the number of visitors to a specific booth. Providing data gives more credibility to the event report. Provide participant/attendee information. Include demographics, attendance figures, and audience research results (such as purchasing habits).
- Report on the number of people who respond to sponsors’ campaigns, as well as donations to charitable organizations. Document the economic impact and employee participation.
- Gather quotes and feedback from participants and event team members so that the assessment of the event's successes and failures doesn’t come only from the event report’s author. It will be seen as more credible.
- Consider including third-party research as well. Placing a value on media exposure is one example of something a third party could research.
- Assess the space and set ups. You should spend some time assessing the effectiveness of the location and the set ups from the vantage point of others. Discuss how space was used by the conference, event, etc.
Finalizing Your Event Report
- Whatever the deadline is, make sure that you meet it. Perhaps you are writing the event report for an agency that has been commissioned by a specific client. Pay attention to all requests.
- The bottom line is that your audience will expect both a thorough and a timely report. So take the time to be thorough and get it right, but don’t wait so long it seems dated.
- Make sure that your answers contain depth. A good rule of thumb is the writing technique “show, don’t tell.” That means it’s a good idea to provide some specific examples to back up more general points that are made in the report.
- Don’t forget your audience, and make sure that your writing sounds formal and professional. An event report is not a casual document; it’s an essential document to determine whether the event was worth it, so it needs to be authoritative.
- Take more pictures than you think you need. You'll appreciate the options later. ⧼thumbs_response⧽ Helpful 0 Not Helpful 0
- When getting a quote from the leaders and planners, don't go to them first. They are the one's who'll stick around after it's long over, so make sure to ask the people from the crowd first; they'll be the first ones to disappear afterwards. Also, don't bug a speaker or leader if he/she is busy with something else; they'll be around later for questions. ⧼thumbs_response⧽ Helpful 0 Not Helpful 0
- When getting quotes, be conversational and keep asking questions naturally until you get the person to talk about what they thought. ⧼thumbs_response⧽ Helpful 0 Not Helpful 0
Things You'll Need
- A digital camera
You Might Also Like
- ↑ http://www.nonprofitmarketingguide.com/blog/2007/04/20/how-to-write-an-event-summary-for-your-newsletter/
- ↑ https://hbswk.hbs.edu/archive/crafting-a-powerful-executive-summary
- ↑ https://www.forbes.com/sites/davelavinsky/2013/12/03/business-plan-outline-23-point-checklist-for-success/?sh=4c79bd9f5275
- ↑ http://hawthornlandings.org/2013/02/15/how-to-writing-an-excellent-post-event-wrap-up-report/
About This Article
To write an event report, start by writing a 1-2 page executive summary, which is an introduction that provides a concise version of your more detailed report. Then, explain the who, what, where, when, and why of the event in the body of your report. You'll also want to include a statement about the event’s objectives, as well as information about any relevant advertising, media exposure, or financial information. You can also use charts and graphs to convey information in a visually appealing and easy-to-understand way. To learn how to best match your event report style and format to your audience, read on! Did this summary help you? Yes No
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How to Make/Create an Event Report [Templates + Examples] 2023
Event reports present detailed overviews of the outcomes of events and how well the event organizing teams handled them. They’re essentially performance reports that focus on reviewing events and pointing out key indicators for improvement in future event-organizing projects.
Table of Content
Create an event report – step-by-step guide, event report templates & examples, post event report template, event debrief report template, event after action report template, event report template, step 1: explore your choices of event report templates (option 1), step 2: search for event report templates (option 2), step 3: choose an event report template, step 4: choose a preferred file format, step 5: download your chosen event report template, step 6: customize the event report cover page, step 7: write your executive summary, objective, and strategy, step 8: inject the needed statistical data, step 9: write your closing remarks, step 10: save and print your complete event report.
What is the basic format of event reports?
What are the three primary purposes of an event report, what are the types of events, more in report templates.
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Table of Contents
How to Write a Post-Event Report to Get Actionable Insights
- June 12, 2019
How to write a report for an event? Creating a post-event report template is an essential part of any event you organize. This is because reporting on an event gives you and your client valuable ins ight 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 regarding the number of attendees, the expenses, the revenue, and other similar information, collecting all the data in one place can reveal some very interesting trends and allow you to make even better decisions in the future.
Get access to advanced real-time and post-event analytics. Generate insightful reports and more. Try Gevme for free
Reasons w hy you need to write a post-event report
A post-conference report is an important summary of the whole event that pulls out the most relevant post-event statistics and data on any key goals or recommendations for your f uture events. That’s why it’s essential to write an event report after the event concludes
Preparing to write a post event report
Writing an excellent post-event wrap-up report demands careful preparation. If you want to write a successfu l post-event wrap-up report, follow these helpful professional tips:
- Schedule time to write and publish the report within 48 hours of the event.
- Take good notes.
- Include photos and video or audio recordings; make sure to embed them in the post. Linking to these resources is recommended.
- Provide important stats in your post that are relevant to the event.
- Make sure to genuinely thank your event vendors, volunteers, and sponsors.
Once your post about your event’s success is ready, publish it, making sure to also share some significant figures, via social media and any other channels you regularly use. Also, you may come up with a good post-event video. Here’s a successful example of the Websummit, when they made a separate post-event video:
Such kind of content is good for sharing on social media and promotion.
What should you include in a post-event report?
All of the event data should be fed into an event report definition. This will demonstrate the value of the event to your business. The following elements are important to include in this repo rt to give senior project stakeholders all the information they need to make final decisions on future event budgets, speakers, formats, floor plans, and so much more.
The official executive summary must be an independent document: an outline of the entire event that spells out the most important insights and discoveries from the rest of the report. It must incorporate the data on any key objectives or proposals for future event organisation.
Defining the objectives as a feature of your planning will make your post-event report less demanding to compose (and your event simpler to run). These objectives must take into consideration a substantial profit return for targets and be stated in your report introduction.
Research your audience. Your objectives should be measurable, actionable results that will benefit your future events. Use survey apps to provide questionnaires to your attendees. If the event doesn’t meet the goals, use this tool to discuss how you can ensure that they will be met at future events or revise them for the next time around.
Engage your event audience with live surveys, polls, etc. Try Gevme for free
Audience metrics are an essential data point: collect the total numbers of visitors, sponsors, and exhibitors with their demographics, job titles, and responses. This data will help you tailor future events to your target needs and collect statistics that will be vital to show to your partners in the future.
Program and speakers
This segment of your report will originate from dialogs with representatives, speakers, and exhibitors. Use it to investigate the assessment of your event program and determine whether participants were happy during the event.
Location and venue
It’s critical to audit the area of your event. Not only will it help you choose where to hold future events, but it might also give you some understanding of participant numbers. You also need to survey other pa rts of post-event reporting, including:
- Availability and simplicity of venue
- Hotel choices
- Cost of transfer
- Setting choices in proximity to the event
- Accommodation and capacity
Marketing, media, and promotion
You must provide a marketing summary of promotion activities, highlighting both successes and failures. Areas to address in a post-event wrap up report include:
- Promotional activities and outcomes: Use analytics to support outcomes.
- Check attendee demographics: It is important you know your audience and how to target them. You may also create and display this in an infographic .
- Social media engagement: Look at growth during the event campaign and the engagement rates at the event.
- Media: Summarise your event media coverage . Highlight positive outcomes.
- Website: Include key analytics from your landing page.
- Review marketing budget, expenditures, etc.
- Include any creative post-event checklist templates and marketing plan examples in attachments.
Write down all sponsorship information and results to make post-event report. Items to cover include:
- Review of sponsors and numbers
- Full synopsis of sponsorship programs/packages
- Incorporate a synopsis of sponsorship income.
Survey staff resources from your event and give proposals to future events. This will enable you to get expenditure plans ready for the following year’s meetings, conferences, and other events.
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 to have 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 regard 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.
Conclusion and recommendations
This is an opportunity to sum up the post-event report: a concise discourse of what functioned well and where there is space for improvement. To close your post-event report, summarise the key suggestions featured throughout the report. Incorporate suggestions from staff, patrons, speakers, and participants.
Now you kn ow what to include in a post-event report. Here are the pro tips for how to optimise your post-event reporting:
- Schedule your time s o that no more than 24 hours pass before you write and publish your wrap-up report. The fresher the news, the more readers you’ll have.
- Include thanks to your event sponsors, particularly your employer, product owner, and staff.
- Focus on the report visuals. Use graphs, infographics, and photos or shoot a video to commemorate the most successful event moments. Capture or use the highest possible quality imagery.
- Make sure you’ve researched all your accounts before the report release. Before publishing your report, take a moment to search your website using the event hashtags. This quick search will be more likely to produce other write-ups that you may wish to link to in your own post.
- Tag your video/photo materials on social media appropriately to expand your reach. The conference news aggregator or press page is also an excellent source for such material.
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.
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. The events you organize deserve actionable wrap-up reporting – get started for free and learn how to automate your post-event experiences.
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Examples of Report Writing on an Event
An event report is written to check whether an event you organized was successful and meet its objectives or not. By writing a report about an event, you can not only determine the results of that event but also decide what changes you should make to reach success. In a report, a person describes a brief record of the event that took place.
Rules to writing a report
The following points are important to write a report of an event:
- Give title or specific heading of the topic.
- Write the place, date, and time of the event.
- Mention the reporter’s name.
- Write the report in the past tense, reported speech, and passive form of expression.
- Include the expressions of the audience present in the event.
- Content should be related to the topic to present your ideas and make the report interesting.
- Write the conclusion of your findings.
Below are two examples of report writing in an event:
Example 1: Report Writing Example of Annual Sports ceremony at high school
Reported by Mathew, the staff reporter
September 4, Josef High School
The annuals sports ceremony is organized like a festival in Josef High School. The school authority organized this ceremony. They chose a big ground as a venue. The school has many potential students who were good at sports. The mayor of the city was there as the chief guest. The students were so excited. A team was organized to manage the whole ceremony. Some Volunteers also started to set up the ground and scoreboard.
In sports ceremonies, there are different activities as sports performed by the students. First, an opening ceremony took place as a cultural function. A fantastic stage was prepared for award distribution, speeches, and cultural function. After the cultural function, the names of the participants and games were announced.
The school principal delivered a speech about the heritage of sports day in their school. After that, a singing competition started. It was an interesting activity.
Now the turn was athletic games such as high jump, long jump, table tennis, and 500 meters racing. In the end, volleyball, basketball, and football matches were played. All participants were very enthusiastic.
At the end of the ceremony, the principal announced the names of the winners. The mayor of the city was the chief guest of the ceremony. He distributed prizes to the winners. A memorable day came to an end, and the participants returned home with great joy.
This was an amazing and enjoyable sports ceremony. These types of activities keep the students active, encouraged, and confident.
Example 2: Report Writing Example of A science fair
As reported by Steve Jobs,
December 12, 2020
Last year, an event was organized as a science fair in our school. The students and the teachers both participated in that fair that was held in the main hall of our school. The aim to organize such a fair was just to give knowledge to the students and develop their interest to research further other than they learned from books. Secondly, it aimed to show the progress of the field of science in our country.
There were many items displayed at the fair. They were made by the students with the help and guidance of their teachers. All items and models were fascinating. There was a steam engine, space rocket, different charts, skeleton, microscope, and many other wonderful models. The students were excited and confident while telling about their items. People from outside enjoyed that fair most. They encouraged the students and teachers.
In the end, the school principal delivered a speech and encouraged the students to organize such events every year.
That was an amazing and informative fair for students as well as people who came from outside. These types of fairs are a source to increase knowledge and interest in the field of science.
More examples of report writing
- Report Writing on Science Exhibition
- Report writing on Road Accident
- Report Writing on an Event
- Report Writing on Annual Day in school, college
- Report Writing on Environment Day
- Report Writing on Flood
- Report Writing on Republic Day
- Report Writing on Blood Donation Camp
- Report Writing on Independence Day
- Report Writing on Tree Plantation
More 50+ Examples of Report Writing [Exercise with Solution]
- How to Create the Best Event Report?
- Speech about an Event [1,2,3,5 Minutes]
- Book Online Event Management Consultant Project
- Technical Report Writing Multiple Choice Questions MCQs
- Technical Report Writing Solved MCQs
- Technical Report Writing Past Papers important Questions
Examples of Report Writing on an Event & Describing an Event
How to describe an event/ tips for describing an event.
1.SOUTH ASIAN GAMES-2010
3. A Science Fair
6. Independence Day Celebrations in Your School
9. An incident I cannot forget
12. Annual Sports Day of My School
15. An Accident that You Have Seen
18. How you celebrated your birthday
21. My Experience of Travelling by the City Bus.
24. THE BLOOD DONATION CAMP ORGANI ED AT OUR SCHOOL
27.MY VISIT TO A HILL STATION
How To: Writing an Excellent Post-Event Wrap Up Report
Ed. Note: I originally composed this post as a resource for folks at my employer, Red Hat . Obviously, the Red Hat specific bits have been removed, e.g. my team can’t volunteer to help you edit your posts. I’d always planned to open source this guide for the good of FOSS marketing, but simply hadn’t gotten around to doing so. Fortunately, the stellar interns from the Sahana Software Foundation provided me with a good reason to get this done, as they’re looking at doing a SahanaCamp in Hyderabad, India and were wondering what sort of data to collect to report out after the event. Many thanks to Somay and S.P. for the motivation to publish this post and to my employer for being awesome and encouraging me to share my work for the community’s good.
Sharing the Meetup, Conference and Hackfest Love (Photo Credit: Flickr user 4nitsirk )
- Schedule time to write and publish the report within 48 hours of the event. Block time on your calendar so it happens.
- Along with your text about what you found most useful about the event, include photos and video or audio recordings, preferably embedded in the post. Linking to these resources is also OK.
- Include important stats in your post that are relevant to the community attending the event, e.g. number of attendees, number of student attendees, number of committers, etc.
- Make sure to thank the event organizers and sponsors in an appropriate fashion.
- Once your post is published, make sure to share it via whatever social media channels you like to use. If you do not use social media, let the event organizers know about your post in case they’d like to use it in the post-event report outs or to add it to their event news page.
Good Sample Post-Event Reports
- Recap: OpenStack Meetup April 26 : Features photos early in the post, includes video, thanks to sponsors, shout outs to key community folks in attendance.
- Developer conference 2012 part III: Workshops, hackfests, and more : Features photo of audience very early in post without showing too many open seats, includes links to talk slides and videos, lots of detail on what the presentation topics were.
Preparing to Write a Great Event Wrap Up Report
Schedule time to write the report.
A post-event wrap up report is most useful within days of the event, and it’s best if you can publish your piece within 48 hours of the event’s conclusion. A wrap up report should be published no more than two weeks after the event. At two weeks out, the news is a bit stale so do your best to aim for 48 hours after the event, with a week or less time being OK but not optimal. Schedule time on your calendar for writing, as it’s easy for this task to be deprioritized in the face of other needed work. Set aside time for writing or you’ll likely find you don’t get the writing done.
Pro-Tip: Schedule time no more than 24 hours after the event to both write and publish your wrap up report. The fresher the news, the more readers you’ll have.
Take Good Notes
Writing up a great event wrap up report means gathering data while at the event. Take the time to write down a few notes about things that particularly impressed you during the conference or meet up. Don’t rely on your memory to keep track of the things that stood out to you, and write down as many take aways from the event as possible. You will not use all of your notes, but the more detail you can later provide, the better.
Pro-Tip: Most post-event wrap up reports include the following items, so take notes accordingly. You may not use all of these details, but it is good to have them.
- Event overview, which you can likely harvest from the blog post announcing the event, the event “about” page on their website or from sites like lanyrd, meetup.com, etc. You don’t have to use the organizers’ description, but it is often a good starting point.
- Location of event, including thanks to whoever provided the space in the case of a meet up, e.g. “Red Hat graciously hosted the Boston Python Users Group meeting last Wednesday.”
- Number of attendees at the event. Some like to note the number of attendees from certain groups depending on the goals of the particular community hosting the event, e.g. “The organizers were excited to see 25% of our attendees were newcomers.” or “We had more than 50 women join us at the conference, a 15% increase over last year.” or “I was particularly proud of the efforts to reach out to the student community in Prague, with more than 40 students attending. Half of the students had not yet entered university.”
- Thanks to the event sponsors. While you do not need to call out the names of all sponsors, it is best practice to give a shout out to your employer specifically if they were a sponsor. In the case of one or two sponsors, it is best practice to name them and link to their home page in your thanks. In the case of an event with many sponsors, a thank you to them with a link to the event’s sponsors page will suffice. If a sponsor did something truly memorable and appreciated, a specific thanks to that sponsor is always welcome.
Pro-Tip: Thanking event sponsors, particularly one’s own employer, can be difficult to do without looking disingenuous. The most important thing to remember is to disclose your relationship with your employer in the blog post to avoid accusations that you’re shilling . Consider the difference between these two thanks, both of which say basically the same thing, but will likely be received by your audience very differently:
- I’m very pleased that my employer, Red Hat, treated everyone at the Foo Bar Meeting to coffee and treats. We’re glad we could share a meal with all of you and provide a small bit of thanks for all of your contributions to FLOSS.
- Red Hat provided coffee and treats to everyone at the Foo Bar Meeting, which was totally awesome of them. Red Hat rules!
Of course, you want to ensure that you have permission to take photos at the event. Confirm with the organizers if there’s a photography policy and abide by it. Some FLOSS folks request that all photos taken during their events be published under a Creative Commons license, others forbid photos at their events entirely, others request that attendees make use of photographs taken by the conference photographer. Whatever the organizers request of you, honor those requests. Abiding by the conference photo policy makes it much easier to ask for an exception later should you need to do so, e.g. “I notice this photo is copyright $EVENT, may I use it in my forthcoming blog post provided I give proper attribution?”
Being a good FLOSS citizen also means obtaining permission from the subjects of your photos to capture their image. Some conferences provide pins or other garb to attendees who do not wish to be photographed – keep an eye out for these indicators. If you don’t see one, politely ask to take a photo of your fellow attendees and let them know you may use it on your blog or publish it on Flickr, etc.. If they decline, respect their request. It is also best practice to let folks take a look of the photo you have taken to make sure they are happy with their appearance in it, but this step is not required. It definitely helps build good rapport with your fellow community members, so why not do it?
In general, group photos that do not show faces in the audience are well received even in those communities that are “camera shy.” Get a good sense for your audience and photograph accordingly.
Pro-Tip: Capture or use the highest possible quality imagery. Suboptimal photos from your cell phone camera are better than no photos at all, but not by much. If you don’t have a high quality camera, check the conference’s photo pool for imagery that may be better or ask a colleague to snap a pic or two on your behalf. Ensure whatever content you use is licensed so that you may use it or that you obtain permission from the copyright holder to make use of it.
Session Audio and Video
If session(s) from the event are recorded, it is always good practice to at least link to those talk recordings. For a meet up or other event where only one talk was recorded, embed the recording in your post. For events where multiple sessions took place, choose your top N (3 maximum) and embed those recordings. Make sure that you introduce the recordings with sufficient text – which can be quite terse, but must be present – so that your readers understand why they ought to take the time to watch the content.
Pro-Tip: Some videos feature automatic closed captioning for the hearing impaired and still others provide text transcripts of the audio/video recording. When versions of the content exist that provide these extra vectors of entry for your audience, ensure that you embed them or link to them.
Know How to Tag Your Post and Photos
Most event organizers these days are pretty good about letting folks know what tag(s) to use when sharing photos, dents/Tweets, Facebook messages and blog posts. Make sure to note the tag(s) used and add to your photos and post.
Pro-Tip: If the hashtag for the event isn’t prominently mentioned in the event guide or at the start of the meet up, don’t hesitate to ask the question at the start of the festivities. You’re not the only one wondering what tag(s) to use. If it’s too difficult to ask this question up front, see if the event already has a photo pool or Tweet stream. Replicate the tags in use for the conference tweet stream or photo pool.
Pro-Tip: Consider using some sort of social bookmarking service to gather news and feedback from the event. It’s possible that the event organizers have already set something up, so ask them if they have done so. If not, offering to set up the resource for them is a kind and wonderful thing to do when you’re at an event run by community volunteers.
Gather Other Materials Needed
Perhaps you saw an outstanding network diagram in a particular presenter’s talk or you noticed that a speaker did not plan to publish her slides. It’s best to ask the speaker at the event for these resources, then follow up on your request by email. If you were not able to make the request in person, make sure to send your request by email quickly so you can include the materials in your post and get the post published in a timely fashion.
You will also likely find that other folks have written about the event and may have done write ups on sessions you missed. They also may have an alternate perspective on an aspect of the event you particularly enjoyed. Include links to other write ups and reports in the blog post – even a simple list of links is fine – and consider updating your post if you run across a particularly excellent write up of the event after you’ve published your report. Updating the blog post comments with additional details is a fine way to proceed, but folks are often less likely to read the comments section.
Pro-Tip: Before publishing your report, take a moment to search identi.ca and Twitter using the event hashtag. This quick search will likely produce other write ups that you may wish to link to in your own post. The conference news aggregator or press page is also an excellent source of such material.
Writing Your Post-Event Report
If you’re having trouble getting started, prepare an outline of your post. Start with the basics as mentioned in the “Take Good Notes” section in your introductory paragraph, then expand from there. If you just hate writing – and that’s ok, many do – get as many points out onto a page as possible, then ask for help from a friend or colleague to organize your thoughts and content. A blank page is a tough place to start, so don’t expect what you compose to be immediately perfect.
Pro-Tip: If you are having trouble writing and outlines are not the best way to organize your thoughts, try these approaches:
- Just write. Don’t worry if it’s not perfect or even coherent at first. Structure, proper grammar, correct spelling, etc. can be taken care of later.
- Consider writing down the ten second pitch for the event and then writing to address the high points that support that summary.
- Talk about your experience at the event with a friend or colleague and ask them to jot down notes during your conversation. Let their notes become your outline. Alternatively, you may wish to use transcription software for this purpose.
Joe Ottinger, my colleague at Red Hat who also works on the Open Source and Standards Team, has penned some more tips on writing on his blog.
Publishing Your Post-Event Report
This document largely assumes that you’ll be publishing your event wrap up post on your personal blog, but there are many outlets for such reports. The conference organizers may need help with wrap up reports due to post-event fatigue, so offering to help them with your post-event write up can be a welcome way for your post to get even wider exposure and to do a good deed for the community. The fine folks at opensource.com also publish post-event reports, so check out their guidelines to submit content . You may also find that your wrap up report will be useful to other trade press outlets or blogs, so licensing your content so that folks can (re)use it increases the value of your creation. You may even find that said trade press outlet or blog would like to simply republish your post, which is a great thing to do if you’re open to it.
Pro-Tip: Once you have written your post, make sure to share it using whatever social networking services you prefer to use, e.g. identi.ca, Twitter, Facebook, Google+, etc. Make sure to also include the event tags when broadcasting via social media. If you’re not a social media user, the event organizers may want to help you share the write up more widely via their social media channels.
Sample Post-Event Wrap Up Reports
Here are a few examples of well written post-event wrap up reports, provided as a source of inspiration if you’re having trouble getting started or just want to get a sense of what a good post-event report contains. If you already read through them in the tl;dr section at the start of this post, you should skip this bit. 🙂
If folks have suggestions on how to improve this article, I welcome feedback in the comments section.
This post is licensed Creative Commons Attribution ShareAlike Unported 3.0 . Please reuse, remix and share alike widely!
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Report Writing: Annual Day Celebration
A couple of examples to help with your report writing on annual day celebration.
The first aspect of the annual day celebration is the decoration of the venue with colorful lights and banners. The decorations create a festive atmosphere and set the mood for the celebration. The venue is adorned with balloons, streamers, and colorful lights. Banners with inspiring messages and quotes are also put up, adding to the celebratory vibe. The decorations make the venue look stunning and create a memorable experience for everyone.
In conclusion, the annual day celebration is a special occasion that brings everyone together to celebrate the achievements of students. The decorations, performances, and food make the event a memorable experience for everyone. It is a day of joy, pride, and celebration, and it is something that everyone looks forward to every year.
Annual day celebrations are an important event for any organization or institution. It is a time for members to come together and celebrate their achievements and hard work. In this essay, I will describe the annual day celebration, including the decorations and setup of the venue, the various performances and activities during the event, and the food and refreshments served at the celebration.
The annual day celebration is not just about decorations and setup. It is also about the various performances and activities that take place during the event. These performances can include dance, music, drama, and speeches. Students and staff members are usually involved in these performances, showcasing their talents and skills. There may also be games and other activities for the audience to participate in. The performances and activities during the event create a sense of unity and pride among the members of the organization or institution.
Food and refreshments are an important part of any celebration. The annual day celebration is no exception. A variety of food and drinks are usually served at the celebration, including snacks, sweets, and beverages. The food and refreshments are usually arranged in a buffet-style, allowing the audience to help themselves. The food and refreshments served at the celebration provide a break from the performances and activities and allow the members to socialize and enjoy each other’s company.
Annual day celebrations are an important event in any organization, school or community. It is a time to reflect on the achievements of the year and celebrate the hard work put in by everyone involved. In this essay, we will explore the preparations, the actual event, and reflections on the annual day celebration.
The annual day celebration is usually a grand affair, with a variety of performances from students and teachers alike. Students showcase their talents in music, dance, and drama, while teachers present speeches highlighting the achievements of the year. Awards are also given out to recognize outstanding performances in academics, sports, and cultural events. The event concludes with a vote of thanks from the principal, thanking all those who made the event a success.
Reflections on the event, including memorable moments, feedback, and plans for improvement in the future.
In conclusion, the annual day celebration is an event that brings together everyone in an organization, school, or community. It is a time to celebrate the achievements of the year and appreciate the hard work put in by everyone involved. The preparations, the actual event, and reflections on the event are all crucial aspects that make the annual day celebration a success.
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Next, use these persuasive elements to make your event report findings even more impactful:
Add infographics and charts that support your evaluation to create the best event report. .
Use free tools such as Canva and SmartDraw to create visual representations of data points readers care about most.
Choose event report formatting based on the intended audience.
Order your sections according to your readers’ top goals. For example, if the event report mainly for a sponsor interested in boosting social media engagement, skip the evaluation from other sponsors and lead with marketing analytics to prove ROI.
Embed relevant photos, videos, and audio clips to support the text.
Again, tailor the report to your intended audience and the event type. If you hosted a booth at a trade show, include photos of your booth set-up and any relevant video or audio clips you shared with attendees who stopped by.
Discover 5 tools you need to create the best event report
Discover must-have event report tools that fill in data gaps, provide vital KPI information, and boost your overall presentation.
1. Use flexible registration software to track sales and social media engagement.
Leading event registration software solutions automatically capture and translate data into printable reports. And you can do searches across Facebook, LinkedIn , and Twitter to see all the chatter about your event. Add these to the back of your event report to further prove your event ROI.
2. Compare registration numbers versus actual event check-ins with Social Tables to create the best event report.
Get Cvent’s handy event check-in app to track attendance. Also, add in any event diagrams you made with Social Tables to illustrate your strategic layouts and evaluate their effectiveness.
3. Utilize survey templates and tools to capture quotable feedback from attendees, volunteers, sponsors, and speakers.
Cvent online survey software offers customizable surveys. Take advantage of their many post-event templates and user-friendly features such as simple email list uploads or analytics tracking.
4. Proof-read your event report for errors and tone with Grammarly.
Use Grammarly’s tone detector to strike a balance between professional and friendly within your event report.
5. Take advantage of a Net Promoter Score calculator.
Breakdown attendee survey data with an NPS calculator that illustrates trends, uncovers key fan demographics, and helps you contextualize why attendees thought your event was great.
Try the easiest event planning tools
How to show real roi in your event report.
Empower key event stakeholders with concrete statistics that prove their investments were worthwhile.
1. Compare pre- and post-event social media engagement rates.
Look at follows, profile visits, and post interactions. Track hashtags, event contest entries, and location or venue tags over the course of your event. Create a word cloud to determine what phrases attendees associate with your event online.
2. Use attendee polling to rate their satisfaction and create the best event report.
Create polls for the overall event or ask about specific event elements such as keynotes speakers or agenda tracks. Also, get feedback on your event report recommendations by instantly polling attendees to see if they agree with the suggestions.
3. Breakdown movement tracking to find event hot spots and rate booth or attraction popularity.
Use sensing technology or reports from your venue to gain insight into foot traffic at the event. For tradeshow and convention booths, pay special attention to the number of people who passed your booth versus the number who stopped to participate. Also, keep an eye out for the average amount of time each visitor spent at your display, how many of those leads converted, and the total overall impressions at the event.
4. Analyze event app behavior to show what’s most important to attendees.
See which parts of your event app had the most visitors, lowest bounce rates, and the highest average time on page to gain valuable insight. For example, if your event app offers networking, evaluate how many messages are sent across the platform or how many profile clicks lead to further engagement.
5. Add up sales leads obtained through in-person and online event activities.
Gather numbers from your email list and website registration data to see how many attendees or visitors converted to leads. Work together with your sales department to figure out how you’ll track additional post-event leads. Include this data in report addendums or follow-ups with key event partners to further promote the long term benefits of the event itself.
6. Calculate event profitability using a tried and true formula.
Subtract the total cost of the event from the total sales revenue earned during and immediately after. Divide that number by the total cost of the event then multiply it by 100 to see what percentage of your original investment was earned back. A full 100% indicates that you have doubled the original event investment while 50% means you at least broke even.
How do you write a report after an exhibition?
To write a report after an exhibition, all you need to do is add additional data points that are specific to trade show booths. Include the following in your exhibition event report to provide a convincing argument for why you should (or shouldn’t) attend again next year:
- Multiply leads obtained by close rate percentage and average sale value to get your total trade show revenue. Work together with your sales department to get more accurate numbers.
- Include both the return on investment and the return objectives to create the best event report after an exhibition. Impress your stakeholders with revenue and the potential for future revenue plus important nonmonetary event benefits (such as increased brand recognition and new impressions).
- Add information about booths located in front and on either side of yours.
Note how much perceived or real foot traffic they had, what designs and decor they used, what size their booth was, what audiences you share, and what activities or swag they offered. Compare and contrast your trade show booths to get even more ideas for the next iteration.
Impress clients and bosses with the best event report ever
You now know the simple step by step process of writing an event report. You also know what tools you need, how to prove event ROI and the best ways to tailor your report to exhibitions.
Next up: create even better event reports with some tips on harnessing big data . Then, include some of these post-event evaluation questions to get the best possible feedback.
Bring amazing events to life, no stress
How to Write a Report: A Guide
A report is a nonfiction account that presents and/or summarizes the facts about a particular event, topic, or issue. The idea is that people who are unfamiliar with the subject can find everything they need to know from a good report.
Reports make it easy to catch someone up to speed on a subject, but actually writing a report is anything but easy. So to help you understand what to do, below we present a little report of our own, all about report writing.
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What is a report?
In technical terms, the definition of a report is pretty vague: any account, spoken or written, of the matters concerning a particular topic. This could refer to anything from a courtroom testimony to a grade schooler’s book report.
Really, when people talk about “reports,” they’re usually referring to official documents outlining the facts of a topic, typically written by an expert on the subject or someone assigned to investigate it. There are different types of reports, explained in the next section, but they mostly fit this description.
What kind of information is shared in reports? Although all facts are welcome, reports, in particular, tend to feature these types of content:
- Details of an event or situation
- The consequences or ongoing effect of an event or situation
- Evaluation of statistical data or analytics
- Interpretations from the information in the report
- Predictions or recommendations based on the information in the report
- How the information relates to other events or reports
Reports are closely related to essay writing , although there are some clear distinctions. While both rely on facts, essays add the personal opinions and arguments of the authors. Reports typically stick only to the facts, although they may include some of the author’s interpretation of these facts, most likely in the conclusion.
Moreover, reports are heavily organized, commonly with tables of contents and copious headings and subheadings. This makes it easier for readers to scan reports for the information they’re looking for. Essays, on the other hand, are meant to be read start to finish, not browsed for specific insights.
Types of reports
There are a few different types of reports, depending on the purpose and to whom you present your report. Here’s a quick list of the common types of reports:
- Academic report: Tests a student’s comprehension of the subject matter, such as book reports, reports on historical events, and biographies
- Business reports: Identifies information useful in business strategy, such as marketing reports, internal memos, SWOT analysis, and feasibility reports
- Scientific reports: Shares research findings, such as research papers and case studies, typically in science journals
Reports can be further divided into categories based on how they are written. For example, a report could be formal or informal, short or long, and internal or external. In business, a vertical report shares information with people on different levels of the hierarchy (i.e., people who work above you and below you), while a lateral report is for people on the author’s same level, but in different departments.
There are as many types of reports as there are writing styles, but in this guide, we focus on academic reports, which tend to be formal and informational.
>>Read More: What Is Academic Writing?
What is the structure of a report?
The structure of a report depends on the type of report and the requirements of the assignment. While reports can use their own unique structure, most follow this basic template:
- Executive summary: Just like an abstract in an academic paper, an executive summary is a standalone section that summarizes the findings in your report so readers know what to expect. These are mostly for official reports and less so for school reports.
- Introduction: Setting up the body of the report, your introduction explains the overall topic that you’re about to discuss, with your thesis statement and any need-to-know background information before you get into your own findings.
- Body: The body of the report explains all your major discoveries, broken up into headings and subheadings. The body makes up the majority of the entire report; whereas the introduction and conclusion are just a few paragraphs each, the body can go on for pages.
- Conclusion: The conclusion is where you bring together all the information in your report and come to a definitive interpretation or judgment. This is usually where the author inputs their own personal opinions or inferences.
If you’re familiar with how to write a research paper , you’ll notice that report writing follows the same introduction-body-conclusion structure, sometimes adding an executive summary. Reports usually have their own additional requirements as well, such as title pages and tables of content, which we explain in the next section.
What should be included in a report?
There are no firm requirements for what’s included in a report. Every school, company, laboratory, task manager, and teacher can make their own format, depending on their unique needs. In general, though, be on the lookout for these particular requirements—they tend to crop up a lot:
- Title page: Official reports often use a title page to keep things organized; if a person has to read multiple reports, title pages make them easier to keep track of.
- Table of contents: Just like in books, the table of contents helps readers go directly to the section they’re interested in, allowing for faster browsing.
- Page numbering: A common courtesy if you’re writing a longer report, page numbering makes sure the pages are in order in the case of mix-ups or misprints.
- Headings and subheadings: Reports are typically broken up into sections, divided by headings and subheadings, to facilitate browsing and scanning.
- Citations: If you’re citing information from another source, the citations guidelines tell you the recommended format.
- Works cited page: A bibliography at the end of the report lists credits and the legal information for the other sources you got information from.
As always, refer to the assignment for the specific guidelines on each of these. The people who read the report should tell you which style guides or formatting they require.
How to write a report in 7 steps
Now let’s get into the specifics of how to write a report. Follow the seven steps on report writing below to take you from an idea to a completed paper.
1 Choose a topic based on the assignment
Before you start writing, you need to pick the topic of your report. Often, the topic is assigned for you, as with most business reports, or predetermined by the nature of your work, as with scientific reports. If that’s the case, you can ignore this step and move on.
If you’re in charge of choosing your own topic, as with a lot of academic reports, then this is one of the most important steps in the whole writing process. Try to pick a topic that fits these two criteria:
- There’s adequate information: Choose a topic that’s not too general but not too specific, with enough information to fill your report without padding, but not too much that you can’t cover everything.
- It’s something you’re interested in: Although this isn’t a strict requirement, it does help the quality of a report if you’re engaged by the subject matter.
Of course, don’t forget the instructions of the assignment, including length, so keep those in the back of your head when deciding.
2 Conduct research
With business and scientific reports, the research is usually your own or provided by the company—although there’s still plenty of digging for external sources in both.
For academic papers, you’re largely on your own for research, unless you’re required to use class materials. That’s one of the reasons why choosing the right topic is so crucial; you won’t go far if the topic you picked doesn’t have enough available research.
The key is to search only for reputable sources: official documents, other reports, research papers, case studies, books from respected authors, etc. Feel free to use research cited in other similar reports. You can often find a lot of information online through search engines, but a quick trip to the library can also help in a pinch.
3 Write a thesis statement
Before you go any further, write a thesis statement to help you conceptualize the main theme of your report. Just like the topic sentence of a paragraph, the thesis statement summarizes the main point of your writing, in this case, the report.
Once you’ve collected enough research, you should notice some trends and patterns in the information. If these patterns all infer or lead up to a bigger, overarching point, that’s your thesis statement.
For example, if you were writing a report on the wages of fast-food employees, your thesis might be something like, “Although wages used to be commensurate with living expenses, after years of stagnation they are no longer adequate.” From there, the rest of your report will elaborate on that thesis, with ample evidence and supporting arguments.
It’s good to include your thesis statement in both the executive summary and introduction of your report, but you still want to figure it out early so you know which direction to go when you work on your outline next.
4 Prepare an outline
Writing an outline is recommended for all kinds of writing, but it’s especially useful for reports given their emphasis on organization. Because reports are often separated by headings and subheadings, a solid outline makes sure you stay on track while writing without missing anything.
Really, you should start thinking about your outline during the research phase, when you start to notice patterns and trends. If you’re stuck, try making a list of all the key points, details, and evidence you want to mention. See if you can fit them into general and specific categories, which you can turn into headings and subheadings respectively.
5 Write a rough draft
Actually writing the rough draft , or first draft, is usually the most time-consuming step. Here’s where you take all the information from your research and put it into words. To avoid getting overwhelmed, simply follow your outline step by step to make sure you don’t accidentally leave out anything.
Don’t be afraid to make mistakes; that’s the number one rule for writing a rough draft. Expecting your first draft to be perfect adds a lot of pressure. Instead, write in a natural and relaxed way, and worry about the specific details like word choice and correcting mistakes later. That’s what the last two steps are for, anyway.
6 Revise and edit your report
Once your rough draft is finished, it’s time to go back and start fixing the mistakes you ignored the first time around. (Before you dive right back in, though, it helps to sleep on it to start editing fresh, or at least take a small break to unwind from writing the rough draft.)
We recommend first rereading your report for any major issues, such as cutting or moving around entire sentences and paragraphs. Sometimes you’ll find your data doesn’t line up, or that you misinterpreted a key piece of evidence. This is the right time to fix the “big picture” mistakes and rewrite any longer sections as needed.
If you’re unfamiliar with what to look for when editing, you can read our previous guide with some more advanced self-editing tips .
7 Proofread and check for mistakes
Last, it pays to go over your report one final time, just to optimize your wording and check for grammatical or spelling mistakes. In the previous step you checked for “big picture” mistakes, but here you’re looking for specific, even nitpicky problems.
A writing assistant like Grammarly flags those issues for you. Grammarly’s free version points out any spelling and grammatical mistakes while you write, with suggestions to improve your writing that you can apply with just one click. The Premium version offers even more advanced features, such as tone adjustments and word choice recommendations for taking your writing to the next level.
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Event Reporting Guide
The end of your event doesn’t signal the end of the event lifecycle. In fact, the end means that you’ve entered into the most impactful part of the event – event analysis. According to the Event Technology Engagement Study by Cvent & Event Marketing Institute, 88% of respondents say capturing data is very important to their events. This data is critical to determining event success. But it doesn’t stand alone. Without analysis, there is no accurate measure of success. This analysis requires insights, survey results, and more. An event reporting guide should be the final step in the event lifecycle.
What is an Event Report?
An event report can have many forms, but the purpose is the same, to prove event success. It can be a report, a presentation, or even an email. While format matters, the most important aspect of event reporting is to provide stakeholders with data on how the event met (and succeeded!) event goals. The event report can be thought of as the follow-up to an event proposal. Where the proposal outlined event purpose, goals, and budget, the event reporting guide is the follow-up. It is a document that reviews the success and impact of your meeting or event and identifies growth highlights.
Why do event reporting guides matter?
Data is universal. While it may be clear to a planner that one event was more successful than another, without metrics it can’t be proven. With the right event marketing and management technology, event data is readily available. At times, the amount of data about attendees and the event can seem overwhelming, which is why these guides are important. Choosing what metrics to look at and understanding what success looks like for each event means that marketers and planners can activate data to work for them. There is no guesswork. Post-event reporting is that last step in the event lifecycle and an event isn’t complete without it. It proves the effectiveness of a meeting and events program to the C-Suite and links events to organizational success.
Create a Standard Event Reporting Guide
Not all events are the same. From small internal trainings to multi-day conferences, each event seeks to accomplish a different goal. But, even with different event types, the process for planning and reporting on events largely stays the same. Standardization can help align your meeting and event programs to improve them as a whole. It can also provide a common language to speak about event success that stakeholders will understand. Event reports should cover the same points regardless of the event, with slight variations here and there.
Benefits of an Event Reporting Template
Consistency across meeting and event planners
Clear expectation of how to close out an event
- Standard language to explain success
- Cuts down on time spent creating a report from scratch after each event
Don’t get bogged down in the details - focus on growth highlights
It’s natural to want to include all event details about the event (classic everything but the kitchen sink syndrome), but the purpose of an event report is to convey to stakeholders why the event mattered, what the successes were, and what challenges to review for next time. It’s not about the details, but about the big picture. That doesn’t mean that details don’t matter but take care when editing what goes in the report. And, if you want the reporting guide to be a complete account of the event, utilize an appendix. Keep the high-level information up front and send the complete list of all sessions to the back.
What to Include in an Event Report
The hardest step is creating a template. We’ve broken down the basic sections that could be included in an Event Report. Remember, data and analytics factor into every aspect of the report. While we’ve outlined a way to organize your event thoughts, always include data when possible.
Before writing your event report, it’s important to identify the target audience. Each stakeholder will want to know something different about the event and will define event success. The target audience won’t be included in the actual report but knowing from the start will help you understand who should be in post-event meetings and receive the report. For instance, the CMO might care about social media reach while a sales leader wants to know how many leads were captured at the event. Your job is to make the event matter to each stakeholder. To do that, you need to understand their motivation and the language they speak.
Who will read this report? Identify individuals from different departments.
Include the event name, date, and location.
Who planned the event and what were their roles? Showing who managed food and beverage or who was in charge of scheduling staff allows stakeholders to direct questions to the correct individual or give praise. The team worked hard, give them credit for the jobs they did.
Mission Statement or Event Objective
The event objective and primary goals should have been identified before the event in the early planning stages. Pull them into the report early to refresh the team on the measures of event success. They will guide the rest of the event report and show success or identify areas of improvement.
Show who attended the event. Was the audience you were targeting who attended the event? Include the target demographic and personas, the various types of personas (sponsor, exhibitor, attendee), and any other interesting data gathered during the event.
Include a quick overview of the event agenda or consider including it in the appendix.
Everyone understands the language of dollars and cents. The event budget is not the primary indication of event success, but it is important. Consider including an abbreviated budget that highlights the basics. Did the event stick to the budget? Did what the event make money? Include the full budget in the appendix. Your C-Suite will probably be most interested in the budget.
Data and Analytics: Numbers to Include
Your event report can take any form. Whether you lead with big wins or an event summary is up to you. There is no right or wrong way. Creating a concise guide that is easy to skim is the key. We’ve identified some data points that can be included in your event report. These help to prove success across many departments and functions.
- Final attendance numbers broken down by demographic
- Final registration numbers
- Number of qualified leads
- Money in pipeline or bookings as a result of event
- Insights on products/sessions/event of interest
Trade Show Recap
- Number of appointments scheduled and attended
- Number of leads scanned
- Foot traffic to booths
- Number of meetings per exhibitor
- Number of people reached on social media with advertising value compared to prior year
- Number of visits to social profiles from event posts
- Number of new followers
- Total reach
Attendee Satisfaction Based on Survey Results
- % satisfied
- % attending the next year (if repeat event)
- Highest attended and lowest attended sessions
- Session scores and survey responses
- Budgeting breakdown of sponsorship
- Increase from previous year
- Sponsorship satisfaction and desire to sponsor in the future
Sample Event Report
Your event report should work for you. Below is a sample Table of Contents with one way to organize an event reporting guide.
Sample Event Report Table of Contents
- Event Location
- Event Summary
- Post-Event Recommendations
Event Planning Team
Event Mission Statement or Objectives
- Content and Speakers
- Email Marketing and Event Promotion
- Social Media Outreach
- Advocacy Programs
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- Event Evaluation Tips: How to Write an Effective Event Repor …
Event Evaluation Tips: How to Write an Effective Event Report
The best way to measure the success of your latest event is an evaluation report. Maximise your learnings by taking the time to determine what went right (and, equally, what went wrong) in the lead-up, during, and after your event. Using key information like sales data , attendee insights, and feedback surveys can help you to not only calculate your return on investment (ROI) but plan even more successful events for the future.
Presenting all of this information in a concise and easy-to-reference event report can simplify the process and ensure you have all of the relevant information in the same place when the time comes for event planning. Here’s our handy guide on how to write an effective report, get the most out of your findings, and set goals for upcoming events.
Event write-up basics
There are a few key elements your event report or post-event article should always include, whether you’re planning on sending it to sponsors , suppliers, or stakeholders. Here’s a breakdown of how to write a brief report on an event:
- Attendee survey: What better way to measure the success of your event than to ask the attendees themselves? This can be done in the form of a simple follow-up email, asking questions on your social media channels, or using an online questionnaire. You can then group your responses and present them in your report.
- Exhibitors, speakers, and performers : Include a list of all of the sessions or guest appearances from your event, from food stalls to music acts. Which were the most attended? Which created the most social media buzz, before and after? This will help you to understand what to book again for a future event, as well as what didn’t work so well.
- Marketing and promotional activity: How did you publicise your event in the weeks and months beforehand? Include a summary of key metrics (such as website visits, social media engagement, and email open rates) and a review of any key sponsors.
Gather your data
Specific figures can help you to evaluate the various components of your event thoroughly and objectively. Both qualitative data (such as attendee opinions and sponsor insights) and quantitative data (such as attendee numbers and profit margins) are essential to your report. Gathering these figures will help you to understand the big picture of your event. Here are some key data sources to consider when compiling your report:
- Sign-up and attendee numbers: Tracking how many tickets you sold and how many people attended your event are two key metrics to measure overall success and reveal helpful insights. If you sold lots of tickets but the turn-out was lower than expected, how can you drum up excitement and improve communication in the run-up to your next event? If you didn’t sell as many tickets as you’d hoped, how can you promote your event more effectively next time?
- Social media engagement: Measuring key numbers like shares, likes, and comments is a good way to analyse the online ‘buzz’ around your event, which can be crucial for getting the word out and improving future attendance. You can also collect qualitative information, such as what people were saying in the comments, and the conversations being had around your event. Was the information mostly positive or negative? Did it reveal any areas you could improve for the next time?
- Content creation: Similarly, measuring how well any content you created around your event performed can inform what digital marketing strategies you put in place next time. For example, you could measure website traffic to blog posts or the average time spent on your website. If your bounce rate was high (users leaving your site quickly after arriving), consider the usefulness and relevance of your content, and how you’re directing potential attendees to your site. Could the user journey be more intuitive?
- Revenue: Including profit and ROI data is an important part of your evaluation report, especially when you’re pitching future events to stakeholders. Include a table or graph to demonstrate how much you invested in the event. You can then work out how much you made back through ticket sales, as well as through sales of food, drink, and if relevant, merchandise. Our reports can help with this.
Consider your venue and set-up
Having the right venue can make the difference between a good event and a great one. Feature all relevant details about your venue on the event report, including whether there was suitable capacity and accessible facilities and if any unforeseen issues arose on the day. It can also be helpful to note down the prices and key contacts associated with the venue in your post-event article. If your event was virtual, consider the software and hosting platform you used. Did it work the way you hoped? Is it worth exploring other options with added functionality?
When it comes to set-up, consider whether everything went to plan on the day. What could be streamlined? Did you have enough staff, or will you need to hire more for your next event?
Understand your attendees
A post-event survey is one of the easiest and most powerful ways to collect your attendees’ opinions. Their insights can help you to evaluate every aspect of your event and improve for upcoming events. Even if your event sold out, you can’t consider it truly successful if it didn’t meet attendee expectations. Keep the following in mind when creating your survey:
- Keep it short and sweet: To maximise responses and avoid putting off participants, only include the most relevant questions. A maximum of ten questions should deliver useful responses while making sure attendees complete your survey.
- Include NPS questions early on: Obtaining your NPS (Net Promoter Score) is a key part of your survey, so this should be included early on. Ask your attendees how likely they are to recommend your event to others on a scale of 1 to 10. Calculating the percentage of people who would recommend your event is a great indicator of how it went down.
- Use multiple choice answers: Asking your attendees to click a button rather than write a lengthy response is a simple way to improve your response rate. Such answers are also easy to convert into a graph or chart. You can also include an ‘other’ option to gather bespoke, lengthier responses.
- Segment responses: While it’s always a good idea to give the option for attendees to respond anonymously, collecting some simple information alongside your survey can be really helpful. For example, CEOs might be looking for something different for your event that interns, and it’s useful to know what appeals to these different demographics.
- Send it quickly: Don’t wait too long after your event to send out your survey. Make sure everything is still fresh in attendees’ minds and capitalise on the excitement and buzz by sending it within 24 hours of your event ending.
Our platform is integrated with SurveyMonkey, so the process of sending out your surveys has never been easier. All attendee email addresses can be imported straight into SurveyMonkey, so you can send your email directly from here (or schedule it for later). You can also access all of SurveyMonkey’s analytics tools within the platform.
Debrief with the event team
A really successful event doesn’t just make for happy attendees – it’s also positive for the staff involved. It’s just as important to ask your team what they felt went well and what could use improvement, so you can tweak things next time around.
It’s also important to talk to your sponsors in the period shortly after an event. How did they find the process? Were there any missed opportunities where you could make more of the sponsor relationship? You can create an additional survey to capture these responses or collate them from conversations and emails into your report.
Make your final evaluation
All of the above points on your event report can be used to calculate your ROI – the ultimate indicator of whether or not your event was a financial success. Start by revisiting any goals you originally set for your event and what you were intending to achieve: were these goals met? Including a section detailing why you held the event and what you were hoping to achieve will help you to understand whether you reached your objectives. You can measure the data you’ve gained against your goals for ticket sales, sign-up, and social media conversation. Did you keep your event under budget, or did unforeseen events mean you had to spend more than expected? Writing a concise evaluation is a great way to include a quick-reference summary of your event.
Presenting your findings
The way you represent your data is down to your personal preferences (and those of your stakeholders). Graphs and charts are an easy way to depict and contrast numerical data, while you can use bullet-point lists to break up wordier responses from attendees.
If you’re looking for ideas on how to put your report together, check out our free resources, such as our post-event summary template , and sample survey questions.
Your Complete Guide to the Event Evaluation Process
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Helen Alexander is a London-based freelance writer and editor specialising in food, travel, business and marketing. She's worked at a number of websites and magazines in the UK, Malaysia and Australia, as well as digital marketing agencies, where she produced B2B and B2C content for global brands.
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Building an Effective Post-Event Summary Report (Step-by-Step)
Jul 30th, 2020
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A post-event report is an essential part of any event’s organization when it comes to measuring results. It is a necessary conclusion used to sum up the data that speaks on the effectiveness and efficient channels per event. Essentially, the report helps you figure out what worked and what should change to increase future success.
It is always better to provide an event report in a short time after an event, preferably in a couple of days. As soon as all the data is gathered and analyzed, it is time to compile the document; here's how.
Reasons to write an event report
Whether we aim it at sponsors, stakeholders, or colleagues, the principal goals of an event report are the same:
To analyze the success of the event based on met objectives and KPI;
To determine best practices and/or the ones that should be changed;
To provide future recommendations for the next event;
To identify key metrics to consider in the following event;
***A person who reports events needs to inform stakeholders and sponsors on the results and offer future proposals based on objective data.
There is no one ultimate conference report writing sample as the form differs depending on many factors, such as the audience, the event, or the industry.
However, there are certain rules and parts to always include in your post-event summary report...
How to write a recap of an event: step-by-step
The first thing to do, before the writing stage of your post-event report, is to collect all necessary data before, during, and after an event . Even if you are holding a virtual event , there are ways to measure the results effectively.
The question on how to write an event review breaks down to the areas one needs to cover in it, namely:
1. Executive event summary. This is usually a one-page document to provide as a first page. It features all essential metrics, results, and objectives . It summarizes the complete document and is written last. The event summary features the key achievements, insights, and recommendations.
2. Introduction. In this part, a written summary report begins with general information. You need to list the name, the date, the place, and the number of attendees. It also features objectives or the purposes that you’ve aimed to meet. The event report definition is evaluating how the objectives were fulfilled, so be specific with it. Include KPIs here and use these factors as metrics of the event’s success.
***Include the budget in this section. What was actually spent, whether there were unexpected expenses, and why? Reporting events in such a way helps to predict future force majeure and means to avoid it.
3. Audience metrics. The post conference report should offer a comprehensive breakdown of an audience. Include the total number of visitors, staff members, and speakers. Use registration information for building your demographic event summary report. This way you can see whether you’ve hit the target audience with the promotion and what groups of people are interested in such events.
What else can be included in the event wrap up regarding the attendees?
Stats like buyer’s behavior, promotional channels that attracted an audience, results of the attendee survey . It can be done via follow-up emails to show their insight into the program, location, accommodation, etc. You can even use quotations from a survey in a post event summary report
4. Program review. Write about how the lectures went, what speakers were the most engaging, or whether there were any delays or failures. This part helps to understand the value of an event which influences the ticket prices . Gather reviews and feedback from your guests via post-event surveys.
5. Location, logistics, and accommodation review . The wrap report needs to analyze how successful the venue choice and logistics were. Was the venue and accommodation suitable for the program and comfortable for all participants? Was it easy to find? Were all the expectations met? Is this venue recommended for future events?
If not, provide arguments about why and what can be done better next time.
5. Promotion review. Now it is time to report an event in the context of the marketing and promotions efficiency. List all the means of promotion used, such as advertisement, social media metrics, media coverage, etc. Use tools like Google Analytics for website metrics to see what worked best, offer recommendations on how the traffic can be increased in the future, and what channels weren't worth the time. Review whether the best marketing practices were used, for example, the rule for using a day of the week in a story about an upcoming event.
6. Sponsorships. Include the number of sponsors, their packages, the efficiency, and the popularity of the stands. Would you work with them again?
7. Conclusion. Report events with a comprehensive conclusion and list all the recommendations here specifically, even if they were mentioned in previous parts. They all should be gathered in one ending paragraph.
Use these tips to help you get a better grip on how to write a report on the event. The pivotal factors here are to collect the data and analyze all channels in order to give valuable insights.
Author: Vitalii Anufriiev Vitalii Anufriiev is a co-founder and CMO at WritingMetier . He is interested in digital marketing, business strategies, and the use of modern technology for these purposes. He strongly believes that any successful strategy is driven by data and analysis.
07 Mar 2023
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6 Tips for Writing About Live Events
Figure out what matters and make it interesting.
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Writing about live events such as meetings , press conferences, and speeches can be tricky even for seasoned reporters. Such events are often unstructured and even a bit chaotic, and the reporter, on deadline, has to make sense of what happened and present it in a story that has structure , order, and meaning. Not always easy.
Here are some basic do's and don'ts for good reporting of live events:
Find Your Lede
The lede of a live event story should center on the most newsworthy and interesting thing that occurs at that event. Sometimes that's obvious: If a congressional leader announces a vote to raise income taxes, chances are that's your lede. But if it's not clear to you what's most important, or even what just happened, after the event interview knowledgeable people who can give you insight and perspective. It may be something you didn't even fully understand or a combination of a few things. Don't be afraid to ask.
Avoid Ledes That Say Nothing
Whatever the story—even a boring one, and sometimes those happen—find a way to write an interesting lede. "The Centerville City Council met last night to discuss the budget" does not pass muster, nor does, "A visiting expert on dinosaurs gave a talk last night at Centerville College."
Your lede should give readers specific information about something interesting, important, funny, or catchy that happened or was said. For example, "Members of the Centerville town council argued bitterly last night over whether to cut services or raise your taxes." Or, "A giant meteorite was probably responsible for the extinction of dinosaurs 65 million years ago, an expert said last night at Centerville College."
See the difference? If absolutely nothing of interest happened, you write a brief instead of a story, or perhaps nothing at all. Don't waste your readers' time.
Watch for the Unexpected
No matter how it was sold, sometimes what you expected would be the most important story of a live event turns out to be dull: a non-event. Perhaps a side story—a protest or something said unexpectedly by someone noteworthy—rises to center stage and becomes the better story. Grasp it.
Keep your ears and eyes tuned and your mind open. Be willing to shift your focus, start over, and reorganize.
Don't Cover Events Chronologically
When enthusiastic newbie reporters cover their first live events, they often feel an urge to tell their readers everything: Afraid of missing something important, they cover the event as it happens, from beginning to end, starting with the roll call and the approval of the minutes. This is a classic mistake that most reporters quickly learn to avoid.
Remember to be discerning: no one cares about the humdrum. Again, find the most interesting thing that happened—it might be the last item on the agenda, or the very last thing said—and put it at the top of your story.
Include Plenty of Direct Quotes
Good direct quotes are like a spice in a dish: They take the readers right there on the spot, give them a sense of the person who is speaking, and lend the story flavor, energy, and music. They also lend authoritativeness and credibility to stories involving public officials (whose career a quote can break). So, great quotes are essential to the fabric of a great story.
Again, though, be discerning: Few people are worth quoting at great length. Try to pick out the jewels—either eloquent or important things said in a special way that you couldn't reproduce by paraphrasing, or, if appropriate, things poorly said that you want your readers to hear for themselves. Or things your readers wouldn't believe were said if they didn't have quote marks around them.
If the quotes are humdrum and run long, cut and paraphrase.
Add Color and Leave out the Boring Stuff
Remember, you're a reporter, not a stenographer. You're under no obligation to include in your story absolutely everything that happens at an event. If the school board members discuss the weather, it's probably not worth mentioning (though if it's all they discuss, that might be a good story). On the other hand, you are your readers' eyes and ears: Color that gives the reader a sense of the scene can take your story from ordinary to memorable. Report with your senses.
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How to report on school events: Dos and don’ts
- Writing a news report is very different from writing a report for school
- Here’s how to properly structure an article about what happened at a school event
Hong kong students taking the dse must wear masks, exam authority says, chinese schoolchildren turning to chatgpt to slash homework time, toblerone drops iconic swiss peak from package, iran in first arrests as school poisoning cases top 5,000, what you need to know about international women’s day 2023, birds in hong kong dying from flying into glass buildings.
Often, the first reports that Junior Reporters make are about school events. This is never as easy as it seems because this is not a report for a school magazine. It is a report for people outside the school, and it is a news report.
What you must have in the story
You must have the correct name of the function. Be careful if you are dealing with formally named events because you must have that name exactly right. You only have to use the full name once. For example if the function is the 2020 Student of the Year competition, don't call it Hong Kong Student of the Year 2020. It would be written 2020 Student of the Year in Hong Kong.
How to use quotes as a journalist
You must tell us when something happened. It's always best to use more information than would be published because, depending on where your work is published, there are slight differences in the way the event is dated. In print, it could be yesterday, last week, last Friday, last month, last year or December 20, 2019. Online, it is much more likely to be December 20, 2019. Writing Saturday, December 20, 2019, will be best, no matter which publication you are writing for.
You must tell us where the event was held
So, to make it clear to the copy editors, you can put in a line at the top of your story that says the correct name of the competition and the correct date and where it was held. It might look something like this: Best School, Annual Swimming Championships 2020, on January 3, 2020, at the school in Tsim Sha Tsui.
Nope, nope we don't want this information
Students cheered, everyone enjoyed themselves, the speaker told students to try hard and never give up, the principal thanked the staff. The school band played music. The athletes tried their best.
THIS is what we want to know
What was the most exciting thing of the whole day? It could be several things, records were broken, the school principal got dunked in the pool, Green House won the cheering cup. It is easier if you choose the most important of those things to put in the first sentence, until you are more comfortable writing in such a way that you can use them all in the first line.
How to write a sports article
Here's a good first sentence: Form five's Donny Li smashed two school records at the Best School gala on Thursday July 5, 2020. He crashed through the boys 400m freestyle record, which was set at 4:25.5, touching the edge in 3:59.6. A little later in the day, he also knocked 2.5 seconds off the 100m boys butterfly to set a new record at 52.6.
Donny said he was thrilled that his new training regime had paid off, and said his new-found speed was also probably because he ate three bananas for breakfast. "It killed me to have to train every weekend when my friends were relaxing, but now I can see my coach was right."
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How to Write a Post Event Report
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You set goals, plotted and planned, assembled a team and made an exciting event happen. Before moving ahead to the next program, it is important to debrief and evaluate the event you just finished. Gather the main players and spend time discerning what went well and what you could improve upon next time. Write a post-event report to memorialize your event story. A post-event report will help you and your team determine what to continue and what to do differently. It also serves as a reminder to higher-ups about why they should continue to invest in the event and why they should invest in you, as a leader. Follow-up, evaluation and assessment are key indicators that you are a solid leader, and a post-event report is evidence of that fact.
Identify the Event "> Identify the Event
Begin with the basics. You can use an introductory paragraph that describes the event. If you use a narrative approach, omit details that you plan to cover later. This is just an opportunity to outline the what, where and when of the event.
The “Souper Bowl” fundraising event was held on March 2, from 5 – 7 p.m. at the Johnson Community Center.
It is also acceptable to use simple bullet points that punctuate event logistics.
• Souper Bowl
• 5 – 7 p.m.
• Johnson Community Center
Highlight Purpose "> Highlight Purpose
A post-event report should include a statement of purpose. The reader needs context for the driving force behind the event. The statement of purpose should include event goals. You may choose to weave the goals into the narrative of the purpose or list them immediately after the purpose statement.
The purpose of the “Souper Bowl” was to engage the community in an arts-related fundraiser. Our goal was to raise $5,000 by selling 500 pottery bowls, filled with donated soup.
The purpose of the “Souper Bowl” was to raise money for the arts center. Our goals were as follows:
• sell 500 pottery bowls.
• expose community members to the arts.
• raise $5,000 for community arts programming.
Provide Descriptive Data "> Provide Descriptive Data
Descriptive data is an important snapshot of what you did and what you accomplished. This section may include quantitative data such as attendance numbers, volunteer involvement and tickets sold, for instance. Also, include feedback from those who attended.
The event was a success. We reached our goal of selling 550 bowls and we were excited about welcoming 50 volunteers to help us with the event. We had to turn 73 people away because we ran out of pottery. Overall, the feedback we received was overwhelmingly positive, with 100 percent of participants commenting favorably on the experience.
Or you may use bullet points for reporting purposes.
•550 bowls sold.
•73 people turned away.
•50 comments written on comment wall – all positive.
Emphasize Highlights "> Emphasize Highlights
Use a post-event report to underscore high points and provide information about what you think should be replicated in the future. Celebrating the event in writing is a great way to honor the hard work of everyone involved. It also makes a case for why the event should happen again.
This event involved the community in a new and unique way. Businesses donated food, local artists sold their work, new people appreciated art and money was raised for community arts. We met our goal of $5,000 and had to turn people away.
•Met our financial goal of $5,000.
•Received donations from five local businesses.
•Capacity to grow the event – 73 people turned away.
Acknowledge Challenges "> Acknowledge Challenges
A post-event report will help you reflect upon the missteps of the event. Be honest and direct about what could have been done to make the event even better. Think of this section as a way to guide next year’s organizers.
The size of the crowd was unexpected and the lines were long. Next year, we will need to use rope lines, multiple cashiers and additional volunteers outside the venue.
•Venue was too small.
•Needed additional cashiers.
•Lines were long.
Present Financial Picture "> Present Financial Picture
The income and expenses of the event provide important context for future planning. Unexpected costs are common, but documentation provides details that can guide future planning. If an expense falls outside of the original estimate, provide a rationale for clarity.
Marketing $200 $150 ($50 donated advertising)
Supplies $175 $300 (additional cleaning supplies needed)
Credit Fees $200 $300 (90% used credit cards instead of cash)
Income and Assets
Bowls Sold $5,000 $5,750
In kind food $1,000 $1,500 (Additional bakery items donated
Net Cash: $5,000
Net In-Kind: $1,550
Dr. Kelly Meier earned her doctorate from Minnesota State Mankato in Educational Leadership. She is the author and co-author of 12 books focusing on customer service, diversity and team building. She serves as a consultant for business, industry and educational organizations. Dr. Meier has written business articles and books for Talico, Inc, Dynateam Consulting, Inc. and Kinect Education Group.
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Post-Event Report: Include These 8 Things
September 26, 2022 by Paul Miller
The guests have left the venue; the vendors have packed up their things; exhibitors have broken down their booths; and you’ve take a needed, much-deserved day off. But now that the event is over, it’s time to take stock and determine just how successful it was. Writing up a post event report is an important part of this process—but what information should that all-important event summary include?
What Is a Post Event Report?
A post event report, or event summary, is a document that collects and summarizes all the data generated by an event. It’s generally written by the event organizer, with input from their event team. Once the report is complete, it’s distributed to stakeholders. Depending on the event, this might include the event’s host organization, shareholders, sponsors , speakers , and other individuals or organizations.
Event summaries typically include data and insights relating to attendance figures and demographics, as well as attendee behavior. They also summarize financial data, including expenses and revenue.
Why You Need a Post Event Report
Post event reports have a variety of functions. They:
- Measure KPIs and event objectives to determine whether the event was a success.
- Determine exactly what elements of the event worked and what elements didn’t.
- Define what, if any, best-practices should be changed to improve outcomes for the next event.
- Identify any other areas of improvement.
- Make recommendations for future events.
- Prove ROI to the host organization, sponsors, and other stakeholders.
In other words, a post event report is where you summarize the event: what went right, what went wrong, and actionable insights on how the next event can be improved. This is useful information for its own sake, but it’s also an important way to prove to stakeholders that the event has value and is worth the continued investment. A post event summary also proves your worth, as event organizer and team leader.
Post Event Report Writing Tips
To write an effective event summary, it’s important to stay well-organized throughout the planning process. Take notes when planning and when running the event as it happens, to remind your future self of key decisions and incidents as they happen.
This not only helps you write a comprehensive report—it also helps you write a timely report. Ideally, a post event report should be completed and made available within 48 hours of the event. That doesn’t give you a lot of time, so being well-prepared is essential.
What to Include in a Post Event Report
There’s no single right way to format a post event report, as the required format can differ depending on the type of event you’re reporting on. However, there are certain elements that should always be included in any comprehensive event summary.
1. Executive Event Summary
The first page of the report is the executive summary. This one-page summary lists the key objectives, metrics, valuable insights, and recommendations that are discussed in more detail in the report itself.
Any event summary should start off with an introduction. This is where you provide a few essential details about the event:
- The name of the event
- The location
- The time and date
- The number of attendees or participants
- The purpose of the event
The report introduction can be written in the form of a paragraph, or you can use bullet points if you prefer.
Example: The Springfield Conservation Society Charity Auction was held on June 8, 2022 from 2 PM to 5 PM at the Springfield Community Center. The event was attended by 683 ticketholders, 2 event staff, and 12 volunteers.
The next paragraph of the post event report should summarize the purpose of the event. This is the statement of purpose and should include any specific event goals , as well as the overall reason for the event. This section can be written as a narrative paragraph, or if you have multiple event goals to mention, bullet points can be used.
Example: The purpose of EVENT NAME was to raise funds for a local conservation group and engage and educate the community. Our goal was to raise $10,000 for the Springfield Conservation Society by auctioning items donated by local businesses and community leaders.
The purpose of the event was to raise funds for a local conservation group. Our goals were to:
- Auction donations from local businesses and community leaders
- Raise $10,000 for the Springfield Conservation Society
- Educate the community on local conservation efforts
Setting Event Goals & Objectives
2. budget and expenses.
The next section should provide information about the event budget, expenses, and revenue. What was the event budget, and how much was actually spent? Were there any unexpected expenses, and if so, why? This kind of information is important because it can help you predict expenses for future events more accurately.
Note that while accuracy is important, it’s not necessary to itemize every little expense and line item in an event summary. Providing too much detail will just add clutter that detracts from the main points. If a full budget is needed, add this as an appendix to the main document instead.
Build a Corporate Event Budget
3. audience metrics.
In the next section you’ll discuss the event attendees. How many people registered or bought tickets? If you have any demographic information about your audience, this is the place to include those details. Depending on the event, you may have only a little attendee information, or you may have a lot of data about attendee demographics and their event behavior. Whatever you have, this is the place to summarize that information.
Depending on the event, that might include:
- Registration numbers
- Ticket sales, including early-bird sales and door sales
- Staff and volunteer numbers
- Speaker/presenter numbers
- Attendee demographic information
- Attendee behavior data – This might mean session attendance figures, booth visitors, social media engagement, and sponsor interactions, among other data.
- Attendee survey results, if applicable
Know Your Audience
4. event content review.
Again, this section will look different depending on the kind of event you’re reporting on. It should include a summary of the event content provided, and an overview of how the event agenda was rolled out and received. For instance:
- Numbers of sessions for a conference or booth numbers for a trade show
- The most popular sessions/sessions/booths and those that garnered the most attendee engagement
- Any delays or cancelations that affected the event schedule – If there were delays or cancelations, how were they dealt with? How might those issues be prevented or better managed in future?
- Attendee post-event survey answers, as a measure of how well the event was received and the value attendees placed on event content
5. Logistics Review
This section of the event summary is for evaluating logistical aspects of the event . For all events this will include an evaluation of the event venue . Depending on the event, it may also include other elements, such as accommodation, vendors, and other logistical elements.
For each element under review, consider the following:
- Why was that particular element chosen for this event? For instance, was the venue chosen for its size, location, facilities, or some other reason?
- How well did that element meet the needs of the event? Was there any element left out that should have been considered? For instance, was the venue the right size, was it easy to find, and were the facilities fit for your purposes?
- If that element didn’t meet the event’s needs, why not? What could be improved on for future events?
6. Marketing Review
In this section, list the channels used for marketing the event and evaluate the success of each. For instance, this might include:
- An event website
- Social media accounts
- Paid social media advertising
- Radio or TV spots
- Local newspaper ads
For each marketing channel, use whatever analytics tools you have to evaluate their success and determine which channels were most effective. For web-based advertising, for instance, you’ll look at social media metrics, Google Analytics, and other web tools to evaluate those channels. Make sure to evaluate data from the lead-up to the event and during the event.
As well as this, summarize any media coverage of the event . Include publication details, provide web links where applicable, and highlight the most positive coverage.
7. Sponsorship Review
List the event sponsors , and include details about the sponsorship packages offered and the value that sponsors provided in exchange. Assess the popularity of each sponsor and their level of attendee interaction/engagement. Are those sponsors worth inviting back for future events, or do you recommend finding new ones?
Get Sponsors for Your Event
In this final section, you’ll provide a final concluding assessment of the success of the event. You’ll also provide a summary of all recommendations made elsewhere in the report. Include any and all recommendations, even if you’ve mentioned them in other parts of the report.
The Post Event Report Is an Essential Part of the Wrap-Up Process
Writing the post event report doesn’t happen until after the event is over, but it’s an essential part of the event. Having that report in hand helps you and other stakeholders feel confident when making key decisions about future events.
Writing a post event report can seem like an intimidating task, but it doesn’t have to be. Take a step-by-step approach, and make sure to include all the most important information about the event, and your event summary will impress all the right people.
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Organizing Your Event Report 1 Determine the presentation style and format for each audience. Event reports can be bound, stapled, emailed PDFs, PowerPoint presentations, and so on. Make sure the event report is organized into clear sections. You want to determine how the results of the event compared to the objectives for it.
Ideally, you should publish and share your report within the first few days following your event. So, make your event summary a priority immediately after your event. Set up a tight data tracking process during your event Of course, you'll be busy enough running a smooth event.
There are three major steps on how to write a report of any kind of event, namely organize your event report, put the right content in your report, and finalize your report. However, each step contains a series of steps and you will be able to learn more about below: 1. Organize your event report
An event report is a document that contains a thorough and clear assessment of the entire event after its duration. The report assesses whether the event goals and objectives were met. The report basically puts into perspective how the event went, presents data and numbers of participants present, how it was managed and operated, and so on.
Step 10: Save and Print Your Complete Event Report. Proofread your event report and make sure to save it afterward. If it's ready for printing, select the Print option or enter Ctrl+P. Event Report Templates & Examples. There are many kinds of event reports with unique layouts and specific functions.
Schedule time to write and publish the report within 48 hours of the event. Take good notes. Include photos and video or audio recordings; make sure to embed them in the post. Linking to these resources is recommended. Provide important stats in your post that are relevant to the event.
Rules to writing a report The following points are important to write a report of an event: Give title or specific heading of the topic. Write the place, date, and time of the event. Mention the reporter's name. Write the report in the past tense, reported speech, and passive form of expression.
How to Describe an Event/ Tips for Describing an Event 1.SOUTH ASIAN GAMES-2010 2. MY EXPERIENCE AT AN NSS CAMP 3. A Science Fair 4. TORRENTIAL RAINS IN MY VILLAGE 5. How you celebrated the New Year 6. Independence Day Celebrations in Your School 7. A Wedding in My Family 8. How you spent your summer vacation 9. An incident I cannot forget 10.
Writing up a great event wrap up report means gathering data while at the event. Take the time to write down a few notes about things that particularly impressed you during the conference or meet up. Don't rely on your memory to keep track of the things that stood out to you, and write down as many take aways from the event as possible.
Example 1. Annual day celebration is an eagerly awaited event in every educational institution. It is a day when students get to showcase their talents, and everyone comes together to celebrate their achievements. The annual day celebration is a perfect platform for students to exhibit their skills in front of their peers, teachers, and parents.
To write a report after an exhibition, all you need to do is add additional data points that are specific to trade show booths. Include the following in your exhibition event report to provide a convincing argument for why you should (or shouldn't) attend again next year:
Follow the seven steps on report writing below to take you from an idea to a completed paper. 1 Choose a topic based on the assignment Before you start writing, you need to pick the topic of your report. Often, the topic is assigned for you, as with most business reports, or predetermined by the nature of your work, as with scientific reports.
An event report can have many forms, but the purpose is the same, to prove event success. It can be a report, a presentation, or even an email. While format matters, the most important aspect of event reporting is to provide stakeholders with data on how the event met (and succeeded!) event goals.
Here's a breakdown of how to write a brief report on an event: Attendee survey: What better way to measure the success of your event than to ask the attendees themselves? This can be done in the form of a simple follow-up email, asking questions on your social media channels, or using an online questionnaire.
1. Executive event summary. This is usually a one-page document to provide as a first page. It features all essential metrics, results, and objectives. It summarizes the complete document and is written last. The event summary features the key achievements, insights, and recommendations. 2. Introduction. In this part, a written summary report ...
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Figure out what matters and make it interesting. Writing about live events such as meetings, press conferences, and speeches can be tricky even for seasoned reporters. Such events are often unstructured and even a bit chaotic, and the reporter, on deadline, has to make sense of what happened and present it in a story that has structure, order ...
An event report is basically a detailed report that aims to prove an event's success. Its data is critical to acknowledge who were involved, what exactly happened in the event, and how the event actually met the event objectives and goals or not.
Here's how to properly structure an article about what happened at a school event. Writing a news report is very different from writing a report for school. Here's how to properly structure an ...
Highlight Purpose. A post-event report should include a statement of purpose. The reader needs context for the driving force behind the event. The statement of purpose should include event goals. You may choose to weave the goals into the narrative of the purpose or list them immediately after the purpose statement.
A post event report, or event summary, is a document that collects and summarizes all the data generated by an event. It's generally written by the event organizer, with input from their event team. Once the report is complete, it's distributed to stakeholders. Depending on the event, this might include the event's host organization ...