What Is an Event Report?
An event report is basically a detailed report that aims to prove an event’s success. Its data is critical to acknowledge who were involved, what exactly happened in the event, and how the event actually met the event objectives and goals or not. So if events begin with an event proposal, the event report marks the closing process of the event cycle. And it is through an event report that analysis plays a huge part in the process to check the impact of an event, how the event budget was distributed, and so much more.
According to the 2017 event technology engagement study by The Event Marketing Institute and Cvent, 88% of event marketers agreed to focus more on event data.
Also, EventMB reported that around 35–40% of events don’t have at least one black speaker in 2020.
Why Are Event Reports Important?
Indeed, planning and managing a whole event is an arduous process. So why is there a need to create an event report? Here are the top reasons that prove just how valuable event reports can be:
Records of Accurate and Detailed Data
Imagine organizing a big restaurant opening day event and while you enjoy the moment that time moves like a blur in the process, you can’t help but think what exactly happened during that opening day. Hence, you can rely on an event report as it documents every single detail related to the event that happened. It can cover as basic as the opening day’s attendance list down to serious factors such as the profits accumulated and the business impact observed from that event.
Quick Reference to Answer Questions
Clients, stakeholders, and other audiences might have some questions about the who, what, when, where, why, and how of an event. So rather than trying to memorize all sorts of information in your head, at least the event report works like a fact sheet that contains the answers to any event-related question. Simply refer to the document for the data to prevent giving the wrong statement or response to specific queries.
Event Success Assessment
Any event planner or organizer wants an event to be more successful than previous events. And without a metric system or measurable data, you can’t prove whether your event is successful or a debacle. Thanks to event reports, data is ready 24/7. Study the facts and come up with an effective analysis report as your event’s post-event reporting cycle. Thus, you can’t just complete an event without checking its effectiveness via an assessment.
Possible Striking Results
Evaluations and assessments done in an event report can give you some interesting insights that would help you learn what to maintain or improve in your future events. For example, did you know that in 2020, 35–40% of events don’t have at least one black speaker? And noticing something like that from your report should tell you to be more inclusive with your next event’s speakers. And whether insights and results from a report are good or bad, what matters most is you know how to deal with your next move on a more positive note.
One of the essential aspects of an event report is its output flexibility. Indeed, business reports are typically presented as printed documents. However, you can also submit an event report via email or through a conference type of presentation. Just decide on the best format possible to present the event report. And the great thing with online and conference presentations is how you can include media in the presentation.
Must-Have Event Report Inclusions
Although one event report can be more detailed than another due to how it has a varied format and set of content, there will likely be similar factors for every example of an event report. And the important standard inclusions expected in event reports are the following:
Title Page: An event report’s official introductory statement is on the title page. What is the name of the event? The same goes for the type of event, the event date, and the event location. Most importantly, mention that your document is called an event report.Event Summary: To expound further about the event, mention the event agenda overview in your report’s executive summary section. It is basically an event summary so anyone who reads the report will get the big picture of the event.Event Objective: Even in the event planning stage, event goals and objectives are to be determined. It could also be written in the form of a vision and mission statement. And they are necessary to ensure your event’s success is guaranteed. And these objectives will be used to measure whether they are met after the event or not.Attendee Demographics: The next concern is to identify who attended the event. A tip is to conduct an audience analysis first to know what to expect from your attendee demographics. Also, check if your target audience actually attended the event or was absent.Budget: Of course, any event’s budget plan is not to be ignored. So be sure to tackle if the event budget was enough to reach event success. State the exact amount of the budget and describe how they were allocated. Others can include the specifics of the budget in the appendix section.Event Marketing: From event marketing plans to sponsorships, what sort of promotions were made during the event? You could jot down if your event involved an email marketing or social media outreach program. Also, check if your event went viral on social media or made any impact that your company gained more followers.Satisfaction Rating: Another crucial element in an event report is the satisfaction rating. Don’t simply base on the ratings according to the event organizers because you need the satisfaction rating coming from the attendees themselves. Insert testimonials from survey questionnaire results here.Achievements: Highlight the specific achievements from the event as those are noteworthy for analysis. At the same time, insert a post-event recommendation report in this segment. That way, you can expect a more successful event in the coming years.Appendix: Additional notes or addendum would be at the very end of your event report.
How to Make a Solid Event Report
You already learned about the event report’s meaning, importance, and inclusions. So take your knowledge a step further by applying everything you learned into creating the event report itself. And you will still be guided on how to create a stellar event report by just following these steps:
Step 1: Collect and Study Your Event Data
Before even an event takes place, you would have an event plan. Use that primary plan as your reference if ever the event plan’s objectives were met and other key details worth noting in your event report later on. And during the event itself, take notes as well. Write some significant observations that you think would be helpful to add to the post-event reporting process. And from the data you accumulated, study it carefully. You will eventually pick out elements that are worth writing and not worth writing in the report.
Step 2: Choose a Sample Event Report to Customize
Select your preferred event report sample from loads of templates here at Sample.net! Various examples are up for grabs such as an online event report sample, sample post-event report, laboratory work event report template, staff maintenance event report template, daily hotel event report template, trip log event report template, construction business report, and so much more. And the best part is you can personalize the data so your event report does not have to be in standard form. And you won’t be delayed in making the report at all since these templates are pre-formatted. Follow the format as your guide.
Step 3: Lay Out the Important Event Report Inclusions
Remember the must-have inclusions of an event report being discussed earlier? Make sure your event report consists of the title page down to the appendix section. Remember to arrange those inclusions for a smooth flow in data presentation. Also, you can note the pages of each inclusion in your report’s table of contents. And besides these standard inclusions, there is certainly enough room for you to add more elements. Just make sure those are relevant and significant to the event report.
Step 4: Analyze the Data and Know How to Interpret the Results
The meat of your event report would be in the data analysis report section. Analyze what was covered in the event from start to finish. And it is through analysis that you can come up with the proper interpretation of the event’s results, recommendations for the next event, satisfaction review of the event, and lots more. Be wary of your content as well in which it is understandable enough for audiences and that you are sticking to the point. Get rid of unnecessary details. If you are confident with the result, submit your report.
What is the format of writing a report?
Report writing refers to the formal writing style of discussing a specific topic. Hence, write in a formal tone and according to the target audience. And an event report is just one example of a report since you can also have a business report, school survey report, and more.
What are the types of reports?
Reports are categorized according to long/short reports, internal/external reports, vertical/lateral reports, periodic reports, formal/informal reports, functional reports, informational/analytical reports, and proposal reports.
What are the steps to report writing?
There are seven steps to general report writing: decide your reference terms, conduct research, set an outline, create a draft, analyze your findings, recommend an action plan, and fact-check your work for submission.
No matter what type of event you plan and run, always make sure to incorporate event reporting as the last process of the event cycle. Using an event report ala investigation report of the highs and lows of an event, you are guaranteed to record and gather valuable event data that can be used for future references. And you need not create this report from scratch as you can optimize our collection of sample event report templates. Download a template now!