As a planner it is important for me to make sure my clients have the best results from every meeting. By using a post event report, planners can practice Kaizen, continuous improvement. The CIC APEX is the industry resource for PER and their full PER template can be found here.
The purpose of a post-conference report is to provide key information and observations relating to the conference and recommendations for aspects of the conference that may require future attention and/or modification of procedures.
This feedback is based on a collective goal to produce the best possible results, while maintaining deadlines and the event budget. It is through this report that organizations can strive for event planning and management excellence.
- General Information: This includes the profile of the meeting, number of attendees and demographics, registration fees, hotel(s) and rates, dates of the meeting with pre and post events, exhibitors and speakers. This is also the section where risk management issues are addressed.
- Site Research, Selection and Contracting details including sites researched, number of properties considered, concessions requested and those granted. Initial rate offerings and final rates, and the value of multi-year contracts.
- Project Planning, which includes marketing, registration and housing options and staff utilization. A long-term calendar that includes every aspect of the conference is included. The completion deadlines should be analyzed to make changes for future events. Deadlines work!
- Financial Management: This section is all about the money. Marketing, and promotional activities costs should be accounted for and considered in any Return on Investment project around the meeting. All costs to the organization incurred as a result of holding the meeting, Staff expenses, VIP and speaker expenses and any sub contracted services to run the meeting. This section also includes any revenue generated by the conference that off sets expenses including registration fees, sponsorships and exhibits. This section also includes a summary of all F&B functions including pricing, guarantees, and number of attendees at each event. Finally this section also provides an accounting of all cost savings, any discounts, complimentary rooms, and monetary concessions.
- Meeting Space Allocation and Set-ups: Review all the space and how it was utilized during the conference including exhibit space. This section can also include all the Event Technology requirements for each room. Analyze space for future conference needs and growth.
- Hotel Room Management: Consider staff and attendee rooms, analyze pick up as it relates to the block and adjust for future years. Consider peak nights and shoulder nights and rooms outside the block and rooms outside the contracted hotel(s).
- Food and Beverage Management: If desired a separate section can be included especially if there are multiple F&B events. This section then would replace some of the items under financial management.
I hope the information provided proves useful in giving you a checklist to manage against as you gather information relevant to your meeting. Good post event reporting always makes planning and executing the meeting again easier and more efficient.