Eventdrive

Project monitoring: which methods for the follow-up of your event?

25 September 2019 | Temps de lecture : 5 min.
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Your event is finally over, you can relax, you did a good job! But your work as an event planner doesn’t stop the minute the last guest leaves. In the following days, you must know how to bounce back on the success (but also on the failure sometimes) of your event and set up a project monitoring, in other words, use several follow-up methods to ensure that the actions put in place have been successful. So how can you ensure a successful event follow-up? And more importantly, what methods can you use to get results? Eventdrive unveils its little secrets to help you monitor your event project.

EXTERNAL PROJECT MONITORING: COMMUNICATE WITH YOUR GUESTS

External follow-up is essential to conclude your mission as an event organiser. You must take the time to contact your guests or make a public feedback on the event to all those who made the trip. Different possibilities are available to you to successfully monitor your project externally, but Eventdrive has gathered the most relevant ones.

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Send a satisfaction survey

It may seem trivial to you, but satisfaction surveys are the best way to get feedback from your guests. There is no need to make a survey too complicated or too long, at the risk of having few answers. 

Instead, target the information you need to draw effective conclusions, focus only on the data you need and take the time to write clear and precise questions. Another important point is to send the questionnaire quickly after the end of the event. It is always better to collect the reactions when they are new!

Publish a blog post

Blog articles are a good way to communicate about an event when it is over. You can share a summary of the best moments, but also, why not, a few anecdotes. It is also a good time to provide important figures such as the number of people who attended or fun facts such as the amount of water bottles distributed or the amount of food served during the event. Finally, publishing a blog article after your event is also a good way to share photos of the event and give an insight into what happened to all those who didn’t have the chance to come … and make them want to not miss the next one!

 Send a thank you email

Another point that may seem silly to you, but the thank you email is essential. It is not necessary to write a novel, only a few lines will be enough to thank your guests for coming, your speakers for speaking or your service providers for providing the service. Our advice? Separate your audience well and write different thank-you email depending on the target audience. Customization is the key! Like the satisfaction survey, the thank you email must be sent within days of the event. Can you imagine receiving a thank you 3 weeks after the event? No! So be proactive and act fast!

INTERNAL FOLLOW-UP: SHARE WITH YOUR TEAM

 This is often forgotten, but it is just as important to follow up internally as it is externally. Whether your event is a success or a failure, it is important to share your feedback and impressions with your team. If you communicate on the positive points, your collaborators can be inspired by them for a future event, if you share points for improvement, they can learn from your mistakes so that they do not repeat them. It is a win-win situation. The possibilities to make this feedback are numerous, but we have made our choice and decided to present you today the 3 methods of internal project monitoring that we think are the most effective.

Send the report of your event

During your event, you will accumulate a good number of numbers and statistics. Take the time to analyze these results, consider only the numbers that make sense and prepare a summary to present to your team. You may not see the importance of talking about the number of guests or the no-show rate to people who have not worked on your project, but on the contrary, this reporting is beneficial to everyone. Depending on the themes, you can establish averages or set up trends. This will make it easier for you to set goals for the next event!

Review the event via an internal network

More and more companies are using an internal social network to communicate with their employees. For the biggest companies, we are talking about a network that will look like the biggest names like LinkedIn or even Facebook for example, for the smallest companies, it is sometimes a simple Slack. 

Whatever the means used, do not hesitate to take a few minutes to review your event. Write in your own words how it went, what the strengths were and, most importantly, how you solved the problems that arose. Your feedback will be very useful to your entire team.

Share presentations

Sometimes you may have to prepare presentations when preparing an event. It would be a shame to keep these presentations to yourself when your event is over! Why not make a public presentation within your company for those who wish to do so? You can invite all your collaborators, only those who are interested will come! You can also simply post them on the company’s cloud for everyone to see. Be careful, however, to remove confidential customer information beforehand if there is any!

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Post-event project monitoring is very important. Whether internally or externally, it is important to take the time to take a break, ask yourself the right questions about what has just happened and then provide constructive and relevant feedback. You can choose the follow-up method that suits you best or use several, but be careful to always respect a good balance. Too much

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