SayPro Post-Event Evaluation Task
Objective: Distribute post-event surveys and compile feedback to assess the success of SCSPR-75 and identify areas for improvement in future events. This will help ensure that the event met its objectives and provide insights for enhancing future programs.
Steps for Post-Event Evaluation
1. Prepare and Distribute Post-Event Survey (By February 12, 2026)
1.1. Design the Survey
- Question Types: Use a combination of multiple-choice, Likert scale, and open-ended questions to gather both quantitative and qualitative feedback.
- Quantitative: Questions like “On a scale of 1-5, how satisfied were you with the event?” or “How useful did you find the networking sessions?”
- Qualitative: Open-ended questions such as “What session was the most valuable and why?” or “What would you suggest to improve for future events?”
1.2. Key Areas of Focus for the Survey
- Event Content: Evaluate the relevance and impact of the sessions, workshops, and speakers.
- “Did the content of the event align with your expectations?”
- “Which session/topic was most beneficial for your work?”
- Organization and Logistics: Assess how well the event was planned and executed.
- “How would you rate the overall organization of the event?”
- “Were the technical aspects (e.g., platform functionality, room setups) smooth and efficient?”
- Networking Opportunities: Gather feedback on networking sessions and their effectiveness.
- “How effective were the networking opportunities during the event?”
- “Did you form new professional connections or partnerships? If yes, how?”
- Event Impact: Understand the perceived value and takeaways.
- “How has this event contributed to your community-driven initiatives or projects?”
- “What long-term benefits do you anticipate from the partnerships formed at SCSPR-75?”
- General Experience: Gather overall feedback on participants’ experience and satisfaction.
- “What did you enjoy most about the event?”
- “What could have been improved in the event?”
- Suggestions for Future Events: Collect actionable insights for future improvements.
- “What topics would you like to see covered in future events?”
- “How can we improve the event experience for participants in the future?”
1.3. Distribution of Survey
- Survey Platform: Use an online survey tool (such as Google Forms, SurveyMonkey, or Typeform) to create and distribute the survey.
- Distribution Method: Send the survey to all event attendees via email with a link to the survey. Include a personal message thanking them for attending and requesting their feedback to improve future events.
- Timing: Send the survey immediately after the event concludes, ideally by February 12, 2026, to ensure feedback is fresh.
2. Collect and Analyze Feedback (By February 15, 2026)
2.1. Monitor Survey Responses
- Track the response rate and send reminder emails if needed (e.g., three days after initial distribution).
- Aim for a high response rate to ensure the feedback collected is representative of the event participants.
2.2. Analyze Survey Results
- Quantitative Data:
- Calculate averages for questions with Likert scale responses (e.g., satisfaction ratings, effectiveness of sessions).
- Identify trends, such as which session was rated highest or which aspects of the event received the most praise or critique.
- Qualitative Data:
- Categorize responses to open-ended questions to identify common themes and actionable insights. For example, common suggestions for improvement or frequently mentioned positive aspects.
- Pay attention to constructive criticism that can help improve future events (e.g., “Better technical support,” “Longer networking sessions,” “More interactive sessions”).
2.3. Compile Key Insights
- Event Strengths: Identify what participants appreciated most, such as specific sessions, speakers, or networking opportunities.
- Areas for Improvement: Pinpoint areas that could be improved for future events, whether logistical, technical, or content-related.
- Actionable Takeaways: Extract key insights that will help shape the planning of future events (e.g., if many attendees suggested more interactive sessions, consider incorporating hands-on workshops or live Q&A formats in the future).
3. Prepare the Post-Event Evaluation Report (By February 15, 2026)
3.1. Summarize the Feedback
- Provide an executive summary of the survey results.
- Highlight major findings, such as the most and least popular sessions, overall satisfaction ratings, and common suggestions for improvement.
3.2. Analyze Event Impact
- Assess whether the event achieved its primary goals, such as fostering partnerships, enhancing community-driven initiatives, or promoting collaboration between sectors (e.g., NGOs, businesses, governments).
- Include any notable success stories or partnerships that were initiated as a result of the event.
3.3. Recommendations for Future Events
- Offer recommendations based on participant feedback. For example:
- “More time allocated for networking sessions.”
- “Increased focus on case studies and real-life examples of successful community partnerships.”
- “Better accessibility for virtual participants (e.g., clearer instructions, improved technology).”
3.4. Share the Report
- Internal Review: Share the evaluation report with the internal team for review and further action.
- Participant Acknowledgment: Consider summarizing key event outcomes and feedback and sharing it with participants in a follow-up email, showing how their input is valued and will help improve future events.
By February 15, 2026 – Post-Event Evaluation Checklist:
- Post-event survey designed and distributed to all participants.
- Survey responses tracked and analyzed.
- Key insights and areas for improvement identified.
- Post-event evaluation report created.
- Feedback shared internally and with participants for transparency.
Next Steps After the Evaluation:
- Implement Improvements: Based on feedback, implement changes for future events (e.g., logistics, session formats, speaker selection).
- Monitor Long-Term Impact: Stay in touch with participants to track the long-term success of partnerships formed during SCSPR-75, potentially including follow-up surveys or check-ins several months after the event.
This process will provide valuable insights into how well SCSPR-75 met its goals and ensure that future events can be continuously improved for maximum impact.
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