When hosting an event, developing a plan will allow you to move forward in an organized fashion and create an environment for success.
There are six steps to developing Event Plan:
1. Organization and Community Assessment
2. Goal Setting
5. Post Event Assessment
6. Administrative Decision Making
Step 5: Post Event Assessment
Analysis- Create tools to determine if the program planning and program met intended goals.
Provide program participants the opportunity to submit an evaluation on the event. Ask for feedback on all of the components of the event.
Follow up with all service providers to evaluate the services provided, what worked---what did not work.
Review evaluation data and relate the information to program goals, objectives, and anticipated outcomes. Prepare a report applicable to future programs.
Recognition and Rewards- Identify individuals and groups who contributed significantly to the success of the program, including program planners, participants and sponsors to publicly acknowledge and celebrate their roles.
Within two weeks of the close of the event follow up with appreciation by e-mail, cards, Barometer, etc.
Unexpected Outcomes- Identify activities or events that were not part of the original plan and determine whether they impeded or enhanced the program.
Fiscal Evaluation- Determine how well actual expenses matched anticipated costs for each program component, Identify unusual factors that may account for any change. Document all cost.
Programmers reactions- Collect evaluative data from program planners, including suggestions for potential changes. Ask about both process and product.
Have the members of the planning committee identify the strengths and weaknesses of the process and product, and what, if any, skills and abilities they further developed.
Ecological Impact- Make sure the success of the program did not come at the expense of some element of the campus environment. Determine the impact of the program on the campus community as a whole, on other programs, on physical space and its use, on non-targeted segments of the population, and on the mission and goals of the institution.
Community Building- View the program in terms of its effect on efforts to develop positive relationships among all segments of the campus community and with the larger community surrounding the campus.
Program modifications- Use all of the evaluation data to identify suggestions for program modifications. Make appropriate recommendations; even small changes can often bring a program closer to its stated goals and objectives.
Showing appreciation for the groups and individuals who helped to make your event a success builds good relations for future projects that you do. DO NOT skip the step of showing gratitude for others, no matter how busy life gets or how tired you are after the event.