Analysing the Event Action
The event may be over and the guests may have all gone, but the job of the organiser is far from over – they must clear up, balance the books and assess how it all went.
The Event AftermathA common mistake of inexperienced event organisers is to think of the event as the grand finale of all their hard preparation, as if everything disappears into a puff of smoke once the last guest leaves. It may do in the minds of the attendees but for the organisers the event itself is only the second phase, the final trial is still to come.
Whether your event is a success or not may be established on the day itself, but if you don’t follow a pre-arranged ‘wrapping up’ procedure then you risk your carefully planned venture descending into chaos, and in the process damaging all the good work that has already been done.
Clearing UpThe immediate post-event aspect to consider is the clearing up. At the end of such an exhilarating occasion it can be deflating to be then faced with having to put everything back to normal but it is all a part of event organising!
Clearing up can be as demanding a job as setting up. In addition to tidying up the customary party detritus, it could include moving heavy items, de-installing electrical equipment and emptying bins. If the venue is hired then it might need to be carried out within strict time constraints.
So that the role isn’t left down to you alone, it is important to work out who will be involved in the clean up operation at initial planning stage.
A Big Thanks to EverybodyRegardless of whether the event was a major hit or abject failure, it is important to show your appreciation by thanking everybody involved – the attendees, the volunteers, the suppliers and donators. You never know when may need their aid again.
By their nature events are collaborative efforts – between the organisers, entertainers and the attendees – and their success is founded on the good relations between all these elements.
Chasing up the AccountsThe aftermath is the time to assess whether the accounts all add up – has everybody been paid and has everybody paid up?
The financial proceeds from the event will need to be counted up and recorded by two members of the organising team. This might be used to pay outstanding services invoices or used to balance the books if all the costs have already been paid for.
Welcoming FeedbackTo get maximum value from this event management experience, it is important to take time to review the whole event and welcome any feedback. Nothing ever goes right perfectly first time, and so it’s crucial to be aware of what didn’t go so well so that you can learn from the mistakes and move forward a wiser and more confidence event organiser.
If you organised the occasion as part of a team then arrange a meeting to discuss everybody’s thoughts on the positives and negatives of the event. For a different perspective ask for feedback from some of the event attendees. If appropriate to the event you could also consider asking guests to fill out an anonymous feedback questionnaire.