What close-out should contain, including what went wrong
Post-Event Report Framework
Attendance, engagement, budget variance and the incident log — the report you can actually forward.
The framework
What goes in, what comes out.
When to use it
Agree this before registration opens, so the data can be collected rather than reconstructed.
What goes in 5 inputs
- 01Attendance
Registered, attended, no-show rate, by category and by session
- 02Engagement
Session attendance, app usage, meetings held, survey scores
- 03Commercial
Budget versus actual by line, with variances explained
- 04Incidents
What happened, how it was resolved, what it cost
- 05Carry-forward
The two or three things worth changing next time
What comes out of it
- A report the sponsor can forward without editing
- Data exported in the format agreed in advance
- A carry-forward list that actually reaches next year’s brief
Other tools
Use them together.
Tool Event Budget EstimatorDelegate count, destination tier, format and nights produce a per-head range with the assumptions stated.5 inputs 3 outputs
Tool Venue RFP FrameworkA structured RFP that specifies the programme rather than the room, and dictates how venues must respond.5 inputs 3 outputs
Tool Delegate Communication PlanThe message schedule from save-the-date to post-event survey, with the practical questions each one has to answer.5 inputs 3 outputsTake the framework. Ask us about the awkward part.
Nothing here is gated and nothing needs an email address. If you hit the point where the answer depends on what a supplier is actually willing to do, that is the point to send us a line.
hello@voyacircle.com