15 things every successful planner should do after an event

Just a moment ago you were making budgets, ordering printed garments and sending out invitations, but in the blink of an eye, everyone has gone home and you’re left with the feeling of something that might have been great – but you’re not sure if it really happened.

Events tend to do that. Like the climax of a good movie, it takes a lot of time to build up, but when it’s finally here, the action is fast-paced and everything is over before you know it.

What to do once the event is over

Just in case you’re caught up in the what-just-happened moment, I’ll give you a list of fifteen things to keep in mind after an event is over.

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Ask for people’s opinions

The opinion of the people who participated during the event is very important. If everything went smoothly then you’ll get an ego boost. AND if things didn’t go as planned, as tough as it might be to sometimes hear it, you need to because something can be learned from it. Still, as catastrophic as it might have been, it is unlikely that you will only get bad reviews. Must events are a mixed bag and you’ll probably get a bit of both either way.

Testimonials

If somebody says something really good, take advantage of it! Ask if they’d mind you using it as a testimonial. You’ve got to strike while the iron is hot and the event is still fresh in their minds. You may ask them to send it to you via email, or to speed things up, just record their endorsement with your smartphone right then and there. You (or the intern) can always transcribe it later.

Share photos of the event

Got videos or other media of the event? Share them as quickly as possible! The next day, if that’s realistic. People generally love to look at photos, especially if they’re in them. If you can’t get your photographer or editor to send you the entire batch overnight, ask them for a small preview. A handful of images should keep your followers happy until the full thing comes out.

Parks and Recreation GIfHave a crew meeting

If you’re working with a team, get together after everyone has recovered. Chances are your teammates saw and experienced things you didn’t. Together, you’ll be able to have a better vision of the event as a whole.

Review all the information

During events we usually collect piles of business cards, flyers and notes among other things. Gather all of the material and review it. What’s worth keeping and what’s not? Prioritise your data.

Start paying!

Chances are you’ve collected a few invoices during your planning period. Don’t leave them for later, if you take too long to pay up, trust me, they will remember! Some companies may even charge a penalty for paying late, so get on with it.

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Analyse your budget

Did you save? Was there anything left over? Did you overspend? Take a look at your budget and where it went. Analysing it will help you prevent future mistakes.

Get in touch

If you’ve prioritised your contacts, now is the time to reach out to them. Don’t wait more than a week. Most people are busy, busy, busy and if you take too long to message them you run the risk of them forgetting you. Send them a friendly email reminding them of where you met them and what you talked about that evening. You might even suggest another meeting if it’s convenient. If you feel like it, you can even give them a call, which is far more personal.

Get acquainted with Google Analytics

Google Analytics may seem intimidating at first, but it’s actually not that bad. Plus, the information you can get from it is really useful. Pulling out a few key pieces of data is essential to understanding what’s going on with your brand’s website. If you don’t know how to do it, either hire somebody (there are tons of data geeks who love this stuff) or look for tutorials.

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And social media metrics, too

Google Analytics is a great tool to figure out how many people stopped by your website, but in order to get a full picture of your event’s impact online you also need to keep tabs on social media. Most social networks offer tools that allow you to examine their influence. If you need to go more in-depth, consider a tool like Hootsuite https://hootsuite.com/. Did you promote a hashtag? How many people used it? Find out and compare with your previous events.

Reach out to people on social media

Speaking of social media, just because your event is over, it doesn’t mean you need to stop hashtagging and tweeting. Reach out to people that assisted on your social media channels. Thank them and ask them for feedback. It’s a great chance to create a sense of community and remind attendees of how great your event was.

Take down any stuff on your website that’s no longer relevant

It’s frustrating to go to a website and see an announcement for a cool event — that already happened two weeks ago. Clean up your online presence to make it clear that the event is over. You can still re-use a lot of the content. Just change things to past tense, or add a line at the beginning saying something like “Thanks to everybody for making Such-and-Such Event a success! Can’t wait to see you next year.”

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Send out gifts to special guests and speakers

If you had somebody really important at the event, it’s time to send out gifts or personal thank yous. You may not have gotten around to this in the hectic build up to the event, but you’ll want to get them out there ASAP. A personalised T-shirt can make the perfect gift!

Say thank you

Nobody likes an ungrateful host. Thank everyone from the person who mopped the floors to the biggest influencer. Everyone helped in making your event a success and therefore deserve your gratitude.

Relax!

Give yourself a pat on the back — you did it! Take some time to relax and recoup. After all, the next project is probably just around the corner…


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Printsome is a garment printing business offering t-shirt printing Southampton to t-shirt printing Newcastle and anywhere in the UK. Whether you are looking for custom workwear or promotional clothing, we can help you out!


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