Analysis- Create tools to determine if the program planning and program met intended goals.
Provide program participants the opportunity to submit an evaluation on the event. Ask for feedback on all of the components of the event.
Follow up with all service providers to evaluate the services provided, what worked---what did not work.
Review evaluation data and relate the information to program goals, objectives, and anticipated outcomes. Prepare a report applicable to future programs.
Get the most from data collected -
After your event is done, submit the guest list to OSUFbiodata@oregonstate.edu for coding in the Alumni and Donor database. It’s an easy step that can help the Alumni Association and the Foundation track the level of engagement of our alumni, donors and friends. This can help your college or department in better understanding your alumni and donors interests.
The OSU Foundation’s Advancement Services team is responsible for maintaining and updating the university’s Alumni and Donor database. The database contains the most up-to-date contact and biographical information for OSU’s key constituencies. The Foundation’s team performs National Change of Address updates monthly, as well as performing a variety of regular loads and appends (phone, employment, etc.). Through this effort, we are helping to strengthen relationships that lead to increased support for the university’s mission and stronger brand by tracking alumni and friends’ engagement in our activities. For more information on tracking your college or department’s engagement please contact daisy.clifton@oregonstate.edu or by calling 7-2909. (Daisy has retired)
Helpful things to consider when submitting your guest lists. Please include the following:
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Name of the Event
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Date of the Event
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College Hosting the Event
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Staff person hosting the event
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Constituent’s participation (Invited/Attended, Invited/Didn’t Attend, etc)
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Complete Names, Addresses, Email and Phone numbers
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Contact Person for follow-up questions
Recognition and Rewards- Identify individuals and groups who contributed significantly to the success of the program, including program planners, participants and sponsors to publicly acknowledge and celebrate their roles.
Within two weeks of the close of the event follow up with appreciation by e-mail, cards, Barometer, etc.
Unexpected Outcomes- Identify activities or events that were not part of the original plan and determine whether they impeded or enhanced the program.
Fiscal Evaluation- Determine how well actual expenses matched anticipated costs for each program component, Identify unusual factors that may account for any change. Document all cost.
Programmers reactions- Collect evaluative data from program planners, including suggestions for potential changes. Ask about both process and product.
Have the members of the planning committee identify the strengths and weaknesses of the process and product, and what, if any, skills and abilities they further developed.
Ecological Impact- Make sure the success of the program did not come at the expense of some element of the campus environment. Determine the impact of the program on the campus community as a whole, on other programs, on physical space and its use, on non-targeted segments of the population, and on the mission and goals of the institution.
Community Building- View the program in terms of its effect on efforts to develop positive relationships among all segments of the campus community and with the larger community surrounding the campus.
Program modifications- Use all of the evaluation data to identify suggestions for program modifications. Make appropriate recommendations; even small changes can often bring a program closer to its stated goals and objectives.
Showing appreciation for the groups and individuals who helped to make your event a success builds good relations for future projects that you do. DO NOT skip the step of showing gratitude for others, no matter how busy life gets or how tired you are after the event.
Future plans- After examining all the information compiled in the post assessment step decide on one of three actions for the future: modification, abandonment or continuation.
If you are committed to continuing the program, support the next team of event planners by securing a possible location for the next event. All OSU event venues can be reserved one year in advance of the event date.
Create a document to pass on to the next coordinator or to jog your memory for the next time you produce this event. Do this before too much time passes so you can note details and suggestions for improvement.