Event managers have a myriad of items on their to-do lists, but one of the first items to consider is data collection. A decent event can be built without insight, but a great event requires it. So, where do you begin as you decide to start collecting event day data?
Here are three types of insightful data to consider collecting on event day in order to determine the success of your event and improve from one event to the next:
Events require dedicated volunteer staff, but just how dedicated are the volunt
eers? Quantitatively determine dedication levels by evaluating the number of shifts each volunteer has signed up for and how many hours they worked. Use this information to make realistic staffing predictions and develop schedules that reflect volunteer enthusiasm. In addition, gather information on the rate of no-show volunteers. No one wants to believe that some of their most important volunteers won't show up, but your number of no-shows may be higher than you realize. Measuring this will help you predict the number of floaters / subs you should have on your staff and volunteer list in order to cover all your bases. The data that you collect will also be useful for confirming hours worked with volunteers accumulating volunteers hours.
A big part of why you're working so hard to plan a phenomenal event is for your attendees to have a valuable and enjoyable experience. When you're planning a first-time event, this can be hard to gauge, but that will make it all the more important to collect this data on event day. Measure engagement through ticket sales, live polling, event apps, social media engagement (create hashtags for attendees to use), and surveys. This data will help you determine the return on investment for each of the activities, sub-events, and or speakers/performers you put in place.
Event Day Communication Records
Once your event is over, remembering all the different issues that came up can be a blur. Was wi-fi a problem last year? Did the presenters require tech support or additional support? Did attendees have appropriate transportation? Was parking a problem? Did attendees get lost, or were there bottlenecks on the event floor? Proactively use a tool, like InitLive, that will help capture a record of communication as volunteers and staff make reports during your event. That way, you'll be able to refer back to all that happened and use it to inform future strategy.
The sky's the limit for all the different types of data you can collect. Just be sure to know what your goals are for the data before your event and the results will help you refine and optimize your event planning year after year.
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