Reflect and Improve After Your Event
Learning Objectives
After completing this unit, you’ll be able to:
- Identify feedback to seek from attendees.
- Provide multiple opportunities and methods to provide feedback.
- Update future event strategies based on feedback.
Now that your event has concluded, it’s time to reflect and gather information on what went well and what could have been better. This is your opportunity to listen, learn, and lay the groundwork for future events that are even more engaging and inclusive. Your attendees, each with unique perspectives and experiences, are your most valuable resource for insight.
Let’s explore how to effectively collect and analyze feedback, and more importantly, how to use this information to fine-tune your approach to event planning.
Gather Feedback
It’s important to understand which accessibility features helped your attendees participate fully in the event, and what could be improved. Ask for feedback on both the practical and logistical aspects and on how inclusive and welcoming the environment felt.
Although the exact questions will vary based on your particular event format, there are three main areas to ask about.
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Accessibility features: Ask about the effectiveness of the accessibility features provided. Did these meet the attendees’ needs? Were there any accessibility barriers they faced?
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Overall experience: Inquire about the general experience of the event. How did attendees feel about the inclusivity and comfort level of the event?
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Suggestions for improvement: Encourage attendees to share their ideas on how to make future events more accessible and inclusive.
Methods to Collect Feedback
Use accessible methods to collect feedback, since you want everyone to have a chance to give input. You can use any of the formats below. Try to use more than one so everyone can participate in the way that works best for them.
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In-person verbal or written feedback: At the event, provide opportunities for attendees to give immediate feedback, either verbally to staff members or through accessible feedback forms.
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Post-event surveys: After the event, send out accessible digital surveys, with questions specifically addressing the event's accessibility. Ensure these surveys are compatible with screen readers.
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Feedback from event workers: Gather insights from the event staff and volunteers. They often have a different viewpoint and can provide valuable insights.
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Open forums or focus groups: Organize a post-event focus group or forum for attendees to discuss their experiences. This can be done virtually to accommodate those who can’t attend in person or who prefer an online format.
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Social media and other indirect feedback: Monitor social media and event pages for comments and discussions about the event's accessibility. Attendees often share candid feedback in these informal settings.
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Accessible feedback boxes: For those who prefer anonymity, provide accessible feedback boxes at the event where attendees can drop their written feedback.
Many of these methods offer ways to rate the event aspects on a numerical scale from 1 to 5, but it’s best to offer ways to submit open-ended feedback and commentary, too.
Remember to offer all attendees the option to contribute their thoughts anonymously, no matter which method you use.
Learn from Experience
Now that you've collected all these valuable insights, it’s time to sort through them for common themes. Depending on the size and scale of the feedback received, this process can vary in complexity.
Follow these steps to get the most from the feedback you’ve collected.
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Categorize: Start by creating general themes like accessible spaces, accessible content, inclusive atmosphere, and so on. This helps you identify common threads and areas that resonated well or need improvement.
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Identify patterns: Look for patterns within the feedback. Are there recurring issues or particularly high praises? Pay attention to these patterns as they reveal what’s working and what’s not.
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Lean into constructive criticism: Constructive criticism is not always easy to take, but it points directly to areas needing attention. Approach this feedback with an open mind and a commitment to improvement.
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Gauge emotional responses: Don’t just focus on the practical aspects; consider how attendees felt. Were they comfortable, engaged, and included? Emotional responses are crucial indicators of the event’s overall success.
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Implement changes: Once you’ve analyzed the feedback, decide on actionable changes. This might involve tweaking logistics, altering content, or enhancing accessibility measures for your next event.
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Close the loop: Finally, let your attendees know their voices were heard. Communicate the changes you plan to make, based on their feedback. This is a great way to build trust with your audience.
Update Future Event Strategies
Once you’ve got your feedback organized, the next step is to use these insights to make future events even better. Here’s how you can do that while highlighting the importance of providing appropriate accessibility options:
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Draft an improvement plan: Based on what you've learned, sketch out a plan covering what you’d like to change.
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Showcase the findings: Assemble a report for the rest of your organization. Hard facts and figures can go a long way in convincing leadership to invest in accessibility. Include statistics, use dashboards, and make it visual. Show others how investing in accessibility can lead to more engagement or better attendee experiences. Remember, the key here is to keep it real and practical and show the return on investment that inclusive, accessible events offer.
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Suggest practical steps: Don’t just stop at the why; show the how. Lay out clear, actionable steps on how to implement these improvements. Whether it’s allocating budget for better equipment or training staff in accessibility best practices, make sure your plan has it all covered. If possible, present several options to accomplish the goal.
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Implement the changes: For every item under your control, make the changes for next time. Whether it’s choosing new vendors, different locations, or providing better services, if it’s already within your control (and budget) then make it happen!
As we wrap up, it’s important to remember that there are many types of events, with varying scopes and budgets. Hopefully, you can take these principles of accessibility and inclusivity and creatively apply them to your next event. Whether you’re planning a small workshop or an epic convention, the core idea is to make each event as inclusive and accessible as possible within your available resources.
Use this training as a flexible guide. Adapt the strategies and best practices to the scale of your event, and tailor them to meet your specific budget and logistical constraints. The essence of successful event planning lies in understanding your unique audience and environment and crafting an experience that is welcoming and inclusive for all.