After the completion of an event, it would be best if you would be able to create a report out of it. A report would enable you to memorialize the happenings of the event. It will also help you in determining what point of the event that you should keep and continue and what are the parts that you need to do differently.
Oftentimes, when you would get assigned to write a report for any event, you should make sure that you have included in your report the details on how the event had fared through, whether it was a successful one or not. Other than that you have to make sure that your report contains important details regarding the event that happened. There are other ways you can do in order to ensure your event report will be written successfully and you will know about it with the help of this article.
There are three major steps on how to write a report of any kind of event, namely organize your event report, put the right content in your report, and finalize your report. However, each step contains a series of steps and you will be able to learn more about below:
1. Organize your event report
In organizing your event report, you have to make sure that you will be able to determine how are you going to present or format your event report to the type of target audience you have. There are so many ways and formats on how you can present your event report; be it printed and bound, printed, stapled, save and email as PDFs, PowerPoint presentations, and a whole lot more.
If you have already determined how you are going to present your event report, you would also have then to make sure that you have already categories or sections of your report and that each section would be able to show the results of the event and how it was able to meet and match the goals and objectives set for it. It is important to take note whether it had met or not met the objectives, especially if it is the objective of the sponsors because that is where they are going to base the success of the event and to know whether it was worth sponsoring the event. Additionally, as in dividing your report into sections that you will be able to easily summarize each of the main outcomes of the event.
If you were able to track information throughout and about the event, it would then be easier for you to organize the information you might need for your event report. However, if you have not tracked information throughout the event, it will be difficult for you if you would just rely on memory alone. It is in tracking the key information that happened before, during, and after the event that will help you in creating a report that is more specific and more effective. Plus, you will also be able to organize the information in a more timelier fashion.
With the information that you already have in hand, do not just include every single information because that would be too unnecessary. Just make sure that you will be able to boil the information down into just the main key points. Highlight and pick out just the event highlights that you will discuss in detail all throughout your event. Avoid including mundane and unnecessary details and just make use of the information that really matters.
2. Put the right content
An event report that has the right content means that it would include an executive summary. An executive summary can serve as the introduction of your entire report that would cater most especially to those people who have interest in the outcome of the event who may include those individuals who were actually involved in the setting up of the event or those who were sponsoring the event. Make sure that your executive summary would come in just one to two pages so this means that you have to keep your executive summary brief, with all the main or key objects and results all boiled down. You may also include a brief interpretation of the date you have gathered.
Right content does not only mean that you would have all of the necessary information needed for the event but that it would also include some visuals that would make the report appeal and at the same time, informative. You may include some visuals in your event report such as charts, photos, and other infographics that would not just feel good on the eyes of those people who will make use of the report but they would also not feel overwhelmed reading your report.
Make sure that you would also include a statement of the event’s objectives and even the event’s mission which the goals were set because it is vital that you should link or match the event’s objectives with the actual outcome of the report.
It is also important to include a listing of your event program because, in a way, it can give you a clear flow on where you should be mentioning information like who the key participants were in the event. However, make this part brief and you just have to ensure that you would spend more time and space in your report on the specific key outcomes of the event and how was it able to match to the actual outcome of the event. Be realistic and do not bother sugarcoating some parts that are not relevant at all or that exaggerating some minor happenings during the event to make up for the absence of a major one.
You may also include financial information in the event report where you would discuss the total costs that will already include all of the marketing and promotional activities expenses, staff expenses, and sponsorship costs. Also include an accounting of revenue, pertinent statistics relevant to the readers of the event report, data that shows the total sales generated, and you may even include the number of people who attended. Having such data would not only make your event report informative but it would also boost the credibility of your event report.
3. Finalizing your event report
It will be ideal if you would submit your event report and time and to do so, you have to try to write and publish the report right after the event. This means that you have to make sure that you would gather information right during the actual event itself so you would not waste time in trying to remember things that happened. Even if issuing an event report is given at least 30 days, make a difference and submit one within a few days after the event. If you were given a deadline, make sure that you would definitely meet it.
The readers of the event report you are assigned to make are expecting a thorough report, means that you have to make sure that you have edited, checked, and proofread the entirety of your event report. If it would have glaring grammar mistakes, this translates to the assumption that you are not being serious with your task to create a report regarding the event. Always maintain proper grammar and avoid spelling and punctuation errors.
Review and ensure that your answers and other event report content would contain depth. See to it that you have met the good old rule of thumb in writing that goes “show, don’t tell” when you would be finalizing your event report. With the inclusion of relevant visuals that you have prepared in the second step, you may be assured that you have done more than just showing. But before thinking that your visuals are already enough, also check it back again for it can still possibly contain errors such as missing figures and even unverified information.
Lastly, in finalizing your report, make sure that you have catered it to your audience or to those people who will be interested in knowing how the event had fared out or that the event was even worth organizing. Know that an event report is not merely just an ordinary and casual report but it is an essential document.