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We've made it! The final part of our 5-part blog series looking at event planning, from conception to completion, step-by-step.
In the previous 4 blogs (linked below this one), we've looked at the whole journey of planning an event, starting 12 months prior and included all the salient details you need to think about when putting together an incredible show, as was done for the recent StepFWD Awards in November 2023.
Event Planning. Step-By-Final Step
At this stage in the process, the event is now done, but the work isn't finished.
As the curtains draw to a close on any successful event, it's crucial for event planners to shift their focus from the climax to the postlude, engaging in a reflective process that encompasses all aspects of the planning process.
This reflective journey involves dissecting feedback from post-event surveys, delving into financial recaps, conducting team debriefs, meticulous reporting and documentation and expressing gratitude and acknowledgments for those who have helped you along the way.
This cyclical nature of event planning not only allows for celebration, but marks the commencement of preparations for the next endeavor. We told you the work isn't over!
#21 Post-Event Surveys
The first step in the reflective process, and often the most insightful, involves gathering feedback directly from those who attended the event. Whether that's from feedback forms, surveys, questionnaires or comment cards.
Post-event surveys serve as invaluable tools, providing a treasure trove of opinion that can be used to refine future events, good and bad!
Questions should be strategically crafted to assess attendee satisfaction, gauge the effectiveness of different elements and identify areas for improvement.
The collected data can reveal attendee preferences, pinpoint logistical challenges and offer a glimpse into the overall experience.
Often when you're too close to the process it's hard to look at it objectively, but post-event surveys are a perfect way to resolve this by seeing your event from a multitude of perspectives.
Also, consider asking contractors, vendors, sponsors and venue staff for their input too so you get a fully rounded view.
#22 Financial Recaps
Simultaneously the above, a meticulous examination of the financial landscape is essential.
We talked early on about budgets, but a comprehensive financial recap breaks down the budget, comparing projected costs with actual expenses.
Understanding the financial nuances of an event is not only crucial for future budgeting by identifying areas you can make cost-savings next time, but also for making informed decisions about resource allocation.
Analysing the return on investment (ROI) provides insights into the event's success from a financial standpoint, aiding in the optimisation of future budgetary plans and something clients will value.
#23 Team Debrief
No event is a solo endeavor. A successful event is a testament to the collaborative efforts of a dedicated team. The StepFWD Awards certainly were.
Conducting a thorough team debrief with your fellow planners is an opportunity to celebrate successes, address challenges and foster a culture of continuous improvement.
This introspective session encourages team members to share their experiences, voice concerns and offer suggestions for enhancement.
The collaborative learning that arises from a team debrief ensures that the collective wisdom gained is not lost but instead becomes a shared asset for future endeavors.
#24 Documentation
The importance of documentation in the event planning process cannot be overstated.
From the initial concept to the final execution, every detail should be meticulously documented.
This comprehensive record serves as a roadmap for future events, providing a historical perspective that can guide decision-making and streamline processes.
Documentation includes timelines, vendor contracts, communication plans and any unforeseen challenges and solutions encountered.
The aim is to create a report for clients, but one that also serves as a knowledge repository that captures the essence of each event, ensuring that valuable insights are not lost with the passage of time. Be sure to include relevant graphs, statistics, costings and collated feedback.
#25 Gratitude and Acknowledgments
Expressing gratitude is a fundamental aspect of the reflective process. Recognising and acknowledging the efforts of everyone involved, from team members to sponsors and vendors, fosters a sense of camaraderie and reinforces positive relationships.
This step is not just about saying "thank you" but recognising the specific contributions that each individual or entity made to the success of the event.
Personalised notes, tokens of appreciation and public acknowledgments go a long way in building lasting connections that can be leveraged for future collaborations.
The Cyclical Nature of Event Planning
As the curtains fall on one event, the seasoned event planner should understand that this is not the end but a transition.
The reflective process seamlessly feeds into the preparatory phase for the next event.
The insights gleaned from post-event surveys inform the strategic planning for future engagements. The more you learn, the better the next event will be.
Financial recaps guide budgeting decisions, ensuring that resources are allocated efficiently.
Team debriefs contribute to team building and the cultivation of a positive and proactive event planning culture.
Documentation serves as the foundation for continuous improvement, providing a tangible record of lessons learned and best practices.
The gratitude expressed during the reflective phase creates a positive feedback loop, fostering strong relationships that can be leveraged for future endeavors.
The cyclical nature of event planning, therefore, embodies a perpetual loop of learning, adapting and evolving.
Conclusion
“There is a time for everything, and a season for every activity under the heavens.” - Ecclesiastes 3:1
Event planning should always be a dynamic and iterative process that thrives on hard work and reflection. For all the work you do BEFORE the event, the work done after can be equally important.
Post-event surveys, financial recaps, team debriefs, documentation and expressions of gratitude collectively contribute to a holistic and informed reflection.
As event planners we should embrace this cyclical nature, we realise that the end of one event marks not just a conclusion but a transition.
It's a journey that propels us and our clients forward, armed with knowledge and experience, into the exciting realm of preparing for the next remarkable event, whether it's next week, next month or next year!
If you've a year until the next one, it's time to start planning now ;-) so take a look at the first blog in this series.
In this perpetual cycle, each reflection becomes a stepping stone, paving the way for ever more successful and memorable occasions for you, your clients and those putting their faith in your abilities. Long may it continue. #BelieveInSuccess
We did it! We hope that you enjoyed this blog and the series as a whole and that you can take some valuable information away from it when it comes to planning your own events.
Was there anything in particular that stood out that made you think? Did we miss anything that you think we should have included? Let us know in the comments below.
As experts in event planning, the team at P45 Consultancy are always here if you need any advice when it comes to creating an incredible event, large or small, so please get in touch and let's have a conversation on how to bring it to life!
We hope that, over the course of these last 5 blogs, we've given you some knowledge and entertainment. If you have, please consider buying me a virtual coffee to show your appreciation. Just click the link below and you'll be brewing me a huge flavour.
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