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The Aftermath: Event Continuity March 18, 2009

Posted by optimalrisk in Business, IT.
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Curiosity + Google search + Tech savvy = IT Coordinator

After an big organizational event (especially at a small non-profit),  everybody wants to go home and sleep.  Not so fast . . .

People who were not up late stuffing folders and collating packets want to know what happened.  Don’t they remember? They want pictures, evaluation results, who won what, etc . . .  On the operational side, vendors want to be paid, on-site registrations must be processed and receipted, final expenses must be tallied. How much did we net on this event?  On the I/T side (my side) registration numbers must finalized, the registration form should be taken down, the presentations should be put online, and award winners should be announced.

The importance of capturing what happened after an event cannot be understated.  It is important for external and internal reasons. Remember the reason you have events is to further promote your vision and mission or get funding to promote your vision and mission.  In order to know if you were effective in promoting, you have to know what happened. Here is your after event IT check list (besides returning the computer and A/V hardware).

  • Finish processing all pending, invoiced and on-site registrations
  • Make sure all sponsors have paid, that all vendors are paid and are shown as paid in your system.
  • Download and label pictures taken
  • Encourage your constituents to blog about there experience
  • Remove any pre-event info from the website
  • Post pictures, attendee list, award winners, presentation, or anything that people who missed the event would want to know or see.
  • Say “Thank you” to all sponsors on the website

I am primarily responsible for event registration, website, and making sure the presentations work.  In my particular position, I also coordinate with accounting to make sure that what shows up in the Blackbaud / Kintera CRM is the same as our books show.  This is crucial for accurate reporting.

On the website, you want the people who attended feel “cool”, and the people who missed out to feel “sorry”. Also, you probably garnered new constituents at the event, so they need to see you are on the ball.  In the database / CRM application, you want to capture the accurate amount people and money, so that:

  • You can justify any decrease or increase in budget for the event next year
  • Make accurate LYBUNT (last year but not this year) reports, so you can compare yourself to the previous year while “in the process”.

Overall, you want to capture an accurate picture so that the marketing / development can do the job of promoting with “the truth”.

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