March 19, 2021 | by Mary Windham | This post may contain affiliate links
Hosting an event is an exhilarating experience, but it doesn't end when the last guest leaves. The closing of an event is just as important as the opening, as it leaves a positive, lasting impression on attendees. If it’s poorly executed, it can undermine all the hard work you put into planning and putting on your event.
Here are some tips to help you close out your event effectively, leave a positive lasting impression on attendees, and inspire them to sign up for your next one!
1. Thank Everyone
The first step in closing out an event is to express gratitude to everyone who played a role in making it a success. This includes your event staff, vendors, and volunteers, as well as your sponsors and attendees. A simple thank you note or email can go a long way in showing your appreciation for their contributions. This is also a great time to make sure parting gifts are distributed and sponsors are aware of and using any applicable sponsor benefits.
2. Event Surveys
Before you start planning your next event, it's essential to conduct a post-event survey. This process allows you to identify areas of the event that went well and areas that need improvement. You can use feedback from attendees, vendors, and staff to make data-driven decisions for future events and better meet the needs of your audience.
Beyond data collection, following up with attendees after the event is a great way to keep the momentum going and keep them engaged. Sending a survey to gather feedback on the event gauges their interest in future events, improves event planning, and shows you are invested in providing the best service possible.
3. Settle Outstanding Payments
Nothing upsets people more quickly than unpaid expenses. Avoid any financial issues or relationship barriers down the road by settling all outstanding payments with vendors, suppliers, and any other parties as soon as possible.
Make sure that all rented equipment is in working order, that it has been returned to its rightful owners, and that all parties are satisfied with their transactions. If you secured any permits or signed any contracts for the event, make sure they have been closed out properly. This includes canceling any permits or licenses that are no longer needed and ensuring that all contract terms have been fulfilled.
4. Follow Up with Clients
Schedule a meeting with your clients, and find out from them how they think the event went.
Is there anything they really loved and would do again? Is there anything that they would change for next time?
This provides you with great feedback that you can use for future events, makes them feel heard, and starts the conversation about coordinating their next event!
5. Organize Documentation
Hopefully, there were lots of photos and videos taken during the event. Gather as many of these photos and videos from as many sources as possible, and save them to an organized file. This documentation will be useful when planning future events, can be used to make a portfolio for your business, and is helpful for referring back to past events and activities.
Photos, videos, and recap information will also be great for after-event marketing and marketing the next event, so it’s important to have all assets organized and available.
It might be tempting to rush through the closing out of an event, but it’s just as important as the planning and execution. By thanking everyone involved, conducting a survey, settling outstanding payments, following up with clients, and organizing the event documentation, you’ll be sure to leave a positive lasting impression on everyone you interact with.
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