A post-event recap provides useful information to your stakeholders and community on key takeaways from the event. But sometimes this important step is forgotten or postponed in the flurry of activity. However, this essential tool is most useful in the days after the event. In fact, the best time to publish this report is within 48 hours of the event ending. After two weeks, the information gets a stale. Following are some tips from a veteran planner on writing the perfect event recap.
1. Take Notes
Start gathering data while the event is still running. Memory can fail you, so get it in writing while it’s still happening. Take the time to write notes about what impressed—and what didn’t meet expectations. Include:
- An event overview
- The location
- Number of people
- Who to thank—event sponsors and employers
2. Take Photos
Get permission to take photos at the event. Ask organizers if there is a photography policy and stick to it. Some people require the photos to be published with the CC license and some forbid people from taking pictures all together. Others may require that all photos taken by the official photographer. Find out. It’s much easier—and more polite—to ask for permission.
Obtain permission from the people in the photos, too. If they decline your request, respect that. Let them take a look at the photo if they allow you to take pictures to make sure that they are satisfied with their appearance and be transparent about where the photo will be posted.
Use high-resolution settings and the best photographer at your disposal so you can capture the best side of the event.
“Capture images with the highest possible quality or pick some images from the possible choices in the event’s library,” advises Stephanie Forrest, an business writer at Brit student and Writemyx.
3. Find Video and Audio
If there are sessions already recorded at the event, ask for links to embed in stories with introductions so readers understand why they should listen to those sessions. Do the same for videos. If available, include closed captions for the hearing impaired on videos and audios.
“Materials like diagrams and various other resources can really come in handy. Ask for these from the speakers and people who own them so that you can add them to the report,” says Jennifer Allison, a marketing specialist at Next coursework and 1Day2write.
4. Tag Appropriately
Most organizers let people know which tags to use for their photos when posting them across different platforms. Use them; it will help your posts reach a wider, engaged audience. Share news and feedback from the event and offer that resource to the event organizers.
5. Write the Report
Prepare an outline for the post and start with the basics mentioned in the list above. Expand from there. Writing an event report can be fun and interesting because you get to take the most important things from the event and translate them into something valuable for the audience. Have a great time at the event and an even better time writing a report.
Sherie Raymond is a writer and an editor in business field at Academic brits and Origin writings. She writes educational and business articles for blogs and magazines like PhDKingdom. When she’s not working, she enjoys doing yoga.
