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