So, your event went relatively well, and your guests are out the door. Don’t stop now! Caffeine will have to keep you going just a little longer.
Postproduction—the management activities following an event—is an essential part of event management. It lays the groundwork for future success with your target attendees. And your post-event report to the event sponsor will justify expenses and efforts affiliated with production.
While most aspects of postproduction can wait a few days, there are five things planners need to get going within 24 hours:
1. Thank Those Who Made It Happen
Thank your team, and do it right. Point out where you saw each of them go above and beyond their job responsibilities. Show them that you noticed their effort, and find individual ways to express your sincere appreciation. Follow up with collaborators, speakers, and contractors to provide initial feedback. More intricate details, such as double-checking invoices and ironing out any issues, can follow a few days later.
Learn why and how to thank your event team by following the link to our recent post.
2. Share The First Taste Of Success
If you haven’t incorporated social media into the event directly, tap into it now and share a first impression of the event with the world. Tweet photos of highlights, or share brief live impressions of the event via Vine. Give the public a taste of what they have missed. But don’t stop there. Ideally, you’ll preserve the event’s content for a long time to come, and will follow through with a professional event video and photo gallery.
3. Follow Through With Attendees
Reach out to your guests and thank them for attending. Email them information they may find useful, e.g., contact information of speakers or a copy of the presentation slides. A few days after the event, send an event report to those who registered but weren’t able to attend. Ensure that they know how to contact you with questions, and that you are eager to have them join the next time around—a little personal touch that will go a long way.
4. Collect Vitals
Metrics will be key in formally evaluating your event’s success. Start collecting social media results immediately. Getting a clear picture later on may prove difficult. Also tally up your participant numbers to share with management right after the event. Stakeholders are eagerly awaiting your first impression of the mood barometer on site. Participant numbers help put this first feedback into perspective. Budget reports, detailed statistics, demographics, and ROI & ROO evaluations are essential a few days down the road, when evaluating lessons learned and success factors with the team.
Read more about the importance of Return On Investment (ROI) and Return On Objective (ROO) in our recent post on measuring event success.
5. Respond To Inquiries And Feedback
Waiting to get their questions about the event answered will leave a bad taste in your attendees’ mouths. Don’t spoil all the hard work it took to put on the perfect event by stalling now. Keep up the model behavior. After all, it doesn’t take a lot of effort to respond to a few questions and react to feedback. Do it, and do it right.
Wait! There is one essential that I haven’t included on this list.
Sleep. Sleep uninterrupted by the mental to-do lists floating around in a planner’s mind.
Create the opportunity for you and your team to rest up after the just-completed planning marathon. Take a few hours off, and sleep in. Getting back your Chi will give you all the necessary energy to tackle the next project full on.
Special thanks to Martin Steger for providing a second pair of eyes to this post.