Evaluate and complete the event
Thank you note. A thank you note is a great way to acknowledge all who contributed to the event and who experienced it. Send the thank you notes as soon as possible after the event, even on the same night, right after the event. Recipients may include guests, speakers, performers, event staff, sponsors, and collaborators.
Follow-up. Continue the event lifecycle, impact and guest engagement by sharing videos, trailers, webinars, and/or pictures on the web shortly after the event. Highlights may be shared on social media. Offer the material to your stakeholders as well. Decide on the date for next years’ event and share it as an early reminder or send a save-the-date invitation.
Follow-up inquiries. Agree who will respond to public inquiries after the event. Participants may ask and request additional information, such as the material presented.
Feedback. Decide whom you wish to have feedback from, whether it is participants, volunteers, working group, sponsors, donors etc. Create questionnaires in Webropol for each group. Send the feedback form soon (one hr to one day) after the event. Set a deadline for when to answer by the latest.
CRM data. The CRM can be utilised for evaluating participation data.
Post-event session. Conduct a team debrief to learn each other's thoughts. Ask the critical questions: Did we meet the objective of the event? Where did we succeed? What can we do to make it better next time? Cover the key functions: registration, set-up, programme, catering, signage/decor, guest relations, etc. Create a relaxed environment where people are comfortable sharing their thoughts to improve future events.
Event analysis. Depending on how the event has been monitored, you are able to analyse the outcome by evaluating the number of attendees, feedback, budget, collaboration, media visibility, etc.
Documentation and reporting. Finalise follow-up reports of the event production process and share your knowledge and networks with other members in your project team. By sharing best practices, we avoid having to start every event from scratch. Make future recommendations, preliminary plans, and reservations for the next event.
Invoice flow. All bought services and suppliers should be informed about the invoicing details. All events and projects must have a references (project number and cost centre), and contact person (who also inspects the invoice). All payments should be done soon after the event. If some invoice is not received, send a reminder to the suppliers.
Invoicing address and reference practicesRondo & Neo Fee payments. Ifyou need to pay fees for hourly work, contact your HR about processing the payment. Remember that the tax card of the recipient is required.
HR Contact detailsFinancial reporting. Contact financial services before any expenses have occurred if a financial report is needed. This is especially important when reporting to an external partner or for possible auditing. Gather all receipts and documentation, final registration data, catering participants, etc. for reporting.
Financial servicesBudget update. Confirm the events financial status, when all invoices have been processed, update the budget and share it with the event owner.
VAT. In university events all cost calculation and budgets are done excluding VAT, both income and expenses. Usually events aimed strictly to the academic audiences are free of charge, and therefore no VAT is calculated. Events for the general public should include VAT, even if the event itself is free of charge, especially when invoiced from participants/funders. Consult your controller for details.