Content

• Steps
• Part 1 of 3: Structure Your Event Report
• Part 2 of 3: Find the Right Material for Your Report
• Part 3 of 3: Final touches for writing an event report
• Tips
• What do you need

Perhaps you need to write a report on the event and determine how successful it was and compare the results with the goals. This is important so that the people or companies who hosted the event can understand whether they should change something. There are ways you can make your event report more successful. This is important if you are going to hold any other event!

Steps

Part 1 of 3: Structure Your Event Report

1. 1 Determine the style and format of your presentation for a specific audience. Event reports can be stitched, stapled, emailed in PDF format, executed using a PowerPoint presentation, and more.
   • Be sure to structure your event report by section. You should compare the results of the event with the goals you set. Summarize the main outcomes of the event.
   • Tailor the event report to the needs and interests of each sponsor and audience. Consider the goals of the sponsors. To some extent, sponsors are the key audience for your event report. They want to know if it was worth sponsoring your event. So don't forget to consider what they want to know and what aspects are really important to them.
   • Also prepare the event report to meet the specific requirements of the event and sponsor uniqueness. You shouldn't write a standard, typical report.It is worth considering that your report will also be brought to the attention of the company's management and financial managers.
2. 2 Organize the process so that you record the information you need throughout the event. Don't rely only on your memory.
   • Writing down information before, during and after the event will allow you to create a more detailed and therefore more effective report. It will also help you present information in chronological order.
   • Ensure continuous data collection, recruit more people if necessary (including potential interns) for this purpose. Most importantly, you don't have to wait until the end of the event to create a report.
3. 3 Reduce the report to key points. The problem with some event reports is that they simply list the order of the event or focus on promotional offers. Do not do that. Instead, emphasize key points clearly and analytically.
   • Select some of the events of the event for a detailed breakdown. Think about which three events went the best and which three were the most unexpected.
   • Don't overload your report with unnecessary details such as a lunch menu or a detailed presentation of the main speaker. You should highlight what really matters.

Part 2 of 3: Find the Right Material for Your Report

1. 1 Write a summary of the project. The activity report should contain a summary of the project, which is an abbreviated version of the more detailed full report. Take this resume as an introduction.
   • You can create two reports - a project summary designed for people interested in the results of the event, and a more detailed full report for those who want to sponsor or organize an event.
   • In the project summary, you should focus on the key points and results. The project summary should be short - one or two pages. It should summarize the key details of the event and include a brief interpretation of the data.
2. 2 Include illustrative material in your event report. It is much more effective to present the audience with a chart that reflects statistical information, rather than bore the audience with countless numbers and dates.
   • If the event involved a new product, you can attach a photo of it. Photos of the event itself will help illustrate the event report. Try to post sponsor advertisements on your site to support your report. Again, none of this can wait until the end of the event.
   • It will be good to include samples, reproductions and other examples for the site. Report the number of people who received coupons from sponsors and so on. Offer coverage of the event both on-site and off-site in the press, for the audience, for sponsors.
3. 3 Document any press coverage or advertising. You should rate what has been covered in the press versus your goals.
   • Focus on print ads and articles that feature sponsor names and ads, in addition to collecting numbers and ad rankings.
   • Document TV advertisements, public announcements, ratings, and news mentions.
   • Do not forget to pay attention to information on the radio, announcement of price lists, the value of advertising and promotion, audit reports, and more.
4. 4 Be sure to include a mention of the purpose of the event in your report. It is very important to correlate the goals of the event with the result, so do not forget to mention what the mission and goals of the project were.
   • You can also include the program of the event. You should also mention the key participants in the event. Do not forget about brevity.
   • Spend most of your time listing and discussing the key outcomes of the event and comparing them to the goals listed.Be realistic and avoid glossing over aspects that have not been very successful.
5. 5 Include funding information in your event report. It is important to provide a detailed discussion of the budget for the event and how much was actually spent (or potentially invested). Be sure to compare potential costs with real ones, and show what went well and what needs further elaboration.
   • You should cover all costs, including marketing and promotional activities, employee compensation, and sponsorship costs. It is important to develop a detailed budget. Finance managers and senior management will want to see the facts that support the results.
   • Include net income calculations such as commissions, sponsorships, and samples. But don't forget that you are comparing earnings to projected earnings. Compared to what? Good question.
6. 6 Include statistics that are meaningful to the reader. Don't create a report that only lists information that makes you feel good. The number of visitors should also be indicated. It is a good idea to provide measurable data.
   • Other relevant statistics are total sales and visitors. This kind of data adds credibility to your event report. Enter your visitor information. Include demographics, visit numbers, and public research (such as shopping habits).
   • Report the number of people who have responded to sponsor campaigns and donations to charities. Document the economic impact and employee participation.
7. 7 Support the data with a quality element. Your report should include statistical information, but you also need people's input to provide quality feedback.
   • Collect feedback from attendees and team members so that event success and failure data does not come solely from the author of the report. This way, your report will appear more credible.
   • Consider including independent research. Press coverage assessment is one example of where independent research can be done.
   • Assess the venue and setting. You should take some time to evaluate the venue and setting from the perspective of others. Discuss how well the space was used at the conference, event, and so on.

Part 3 of 3: Final touches for writing an event report

1. 1 Prepare your report on time. Try to make and publish a report immediately after the event. Don't forget to mark this event on your calendar. Some people believe that the report should be published within a month after the event, but others argue that it is better to do it in a few days.
   • Whenever there is a deadline, you should make your report on time. Perhaps you are writing a report for some agency that a client has ordered. Pay attention to all requirements.
   • The important thing is that your audience will expect a deep and timely report. So take the time to get it right, but don't delay the process.
2. 2 Correct your report. Make sure your event report is well written and free of spelling or punctuation errors.
   • Make sure your report is deep enough. Take note of a good rule of thumb - "show, not speak." This means it is a great idea to provide specific examples to support the more general points outlined in the report.
   • Don't forget your audience and make sure what you write sounds formal and professional. An event report is not a routine document; it is an important document for determining if the activity was worth the resources spent on it, so the report should sound convincing.

Tips

• Take more photos than you think will be necessary.As you write your report, you will appreciate the usefulness of this advice.
• When collecting feedback from hosts and people who planned the event, you shouldn't do it right away. They will remain in place even after the end of the event, you should first ask people from the crowd; they will be the first to leave the event. Also, do not bother the presenter if he is busy with something else, you will find him later and can ask about everything.
• When collecting feedback, conduct a conversation and ask questions naturally, then your interlocutor will sincerely tell what he thinks about the event.
• Collect more reviews than you think you need. You will be glad about that later.
• Good photos show what was happening at the event as well as people's reactions.
• Try to take photos of the whole picture, including the people and the presenter in one photo, to convey to the reader how large the event was.

What do you need

• Digital camera
• Notebook