Tips from the Pros: Six Strategic Steps to Avoid Post-Event Pitfalls
Whether it’s a virtual global conference attended by thousands or a virtual picnic party for your team, every event involves a myriad of moving parts that don’t all come to a stop at the close of the festivities. Before you archive your event files, you need to make sure you’ve wrapped up everything properly. The Zoom room may be closed, but that doesn’t mean the to-do list is done.
So, what’s your next step when you’ve finally turned off the virtual event platform and get to stand up for the first time all day? Here are six things NOT to do and our tips for what to do instead.
DON’T Rush to Return the Emails You’ve Been Putting Off
DO take a deep breath and celebrate your accomplishments with your team. Yes, there’s lots of wrap-up after an event, but it can wait. If you do make it back to your desk, send one email that praises your team personally for their contributions to your event. Kennedy Events Founder Maggie Kennedy says it best, “You want to write them a thank you email that would make their mom proud.”
PRO TIP: Aside from fridge-worthy thank you emails, time off for your employees is also a much-appreciated gesture post-event.
DON’T Let the Glow of Success Blur Any Day-of Hiccups
DO hold a proper debrief and evaluate your event honestly. The team at Kennedy Events likes to ask three questions when they meet with clients post-event:
What surprised you? This question allows you to discover the things for which you may not have planned or even been aware. Make sure everyone gives their perspective.
What went right? Start positive and capture the successes that a future team will want to incorporate into their event.
Where can we improve? Always frame it as an opportunity instead of a complaint. This allows problems to be brought up and solutions offered.
Rather than just venting, find actionable ways to improve. Capture all feedback in a document; then consult that document before starting to plan the next event and throughout the planning process.
DON’T Let Your Attendees Slip Out the Virtual Door
DO capture feedback with a survey. And send it right after the event wraps to capture honest feedback while you are still top of mind and they are still at their computers. Provide actionable next steps to buy your product, sign up for your web content, and connect with your presenters and sponsors. Remember to thank them for attending with value-added acknowledgments on social media or direct email lists.
DON’T Let Your Verbal Encouragement and Thank Yous Be the Only Gratitude that Your Vendors Receive
DO go the extra mile to offer tangible thanks. Handwrite thank-you notes to key players. Write the reviews that drive business to your vendors and complete their post-event survey. Nurture not just their sense of self-worth but also their bodies. Event management is a people-powered industry. A gift basket can go a long way in the name of goodwill and gratitude. Finally, don’t forget to tip any vendors you would have at a live event in the online world.
Need more suggestions on how to make your thank you stand out as much as their presentation? Give us a call. Terrific thank yous are our favorite pastime.
DON’T Turn Your Back On the Spreadsheets that Have Burned Your Eyeballs for Months
DO complete the paperwork that goes along with event planning, from reconciling your budget to hunting down vendors that are slow to pay. We recommend setting a well-defined period to gather photos, compile all information needed to pay vendors, and gather insights from the team that will aid you in planning your next event.
When you work with Kennedy Events, wrap-ups are seamlessly executed. You can breathe easy knowing all loose ends are tied together with a bow on top.
DON’T Let Your Relationship With Your Presenters and Sponsors Lapse Once the Curtain Falls
DO thank your sponsors and presenters. Stay engaged with the people that made your event possible. Even if this is a one-time event, ask for their feedback and value it. Another great way to acknowledge their contributions is with a credit to your online swag store. Let them choose something of value to them rather than just shipping them another branded coffee mug halfway across the country.
PRO TIP: If you loved your vendors, rebook now! It’s never too early to reserve prime talent. Better yet, let us do it for you.
What’s Your Next Event?
How did you decompress from your last event? If your debrief showed that it’s time to level up, we’d love to chat about how Kennedy Events can collaborate to create a memorable experience for you and your guests. Drop us a note, and we’ll be in touch right away!
PAIGE BUCK
Paige has been herding cats, err, masterminding details for more than 20 years, and been partner at KE since 2011. As a natural in front of and behind the scenes, she discovered her talent for coordinating large productions during her undergrad theatre days. Paige is an East-coast native, but made her mark on the Bay Area nonprofit and tech scene with her mad logistical and fundraising skills. Paige goes sailing on the SF bay every chance she gets, and especially loves when she can bring her pibble pup (the best word around for Pitbull mix). Kennedy Events is lucky to have Paige and her caffeinated smarts on the team!
About Kennedy Events
Kennedy Events began with one goal in mind—to produce high-level corporate events with just as much strategy as style. Maggie founded the company in 2000, found her match in Paige, and in 2011 the two became official partners. Since then, these two resourceful and brilliant creatives have pooled their strengths to build one one of the most the most sought after corporate event companies in San Francisco, New York, and Los Angeles.
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