Event Data Strategy Guide
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This webinar discusses how to create an event data strategy. It emphasizes that a data strategy gives purpose to collecting event data and helps planners measure success, improve events, and save time. The webinar recommends determining goals and formulating a strategy with key data types to collect from staff/volunteers, attendees, and for measuring financial and non-financial success. Examples of staff/volunteer data that can be collected before, during and after events are provided. The presentation suggests planners can learn from the Olympics' approach to gathering volunteer data and concludes with homework resources on managing event team data.
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Event Data Strategy Guide
- 1. www.initlive.com EVENT DATA: WHAT’S IN IT FOR YOU & YOUR EVENT TEAM? 75% 25% 50% 27%
- 2. WEBINAR INTERFACE • Attendees are in listen-only mode • This webinar is being recorded • Send your questions via the chat box • Click the polls tab to answer our polls • Tweet questions & comments to: #InitLiveEventData
- 4. AGENDA The challenges of event data collection The solution How to get started The advantages of collecting data Key types of data to collect Stories from event planners What planners can learn from the Olympics Your homework + resources 1. 2. 3. 4. 5. 6. 7. 8.
- 5. If you’re like other event planners, you’ve faced these challenges associated with collecting event data... Difficult to know what data to collect It can be time-consuming to collect & utilize Some event data is hard to measure You’re not always sure how to use it
- 6. So, what’s the key? A Data Strategy!
- 7. Do you have a data strategy? [polling question]
- 8. Creating a data strategy... Gives purpose to the time & resources you use to collect it Brings clarity to what types of info to collect Helps you focus on gathering information that you can actually use
- 9. Why create a data strategy in the first place? It helps you measure the success of your event / Return on Investment (ROI) to justify spending & efforts It helps you improve & make well-informed decisions It can save you time moving forward (for those who are in it for the long haul) It enhances your awareness (attendee engagement / interests, staff needs, etc.) TO MEASURE TO IMPROVE TO SAVE TIME TO BE AWARE
- 10. What are you trying to accomplish? STEP 1
- 11. What percentage of your daily tasks relate back to your goals & objectives? [polling question]
- 13. KEY TYPES OF DATA TO COLLECT Staff & Volunteer Data Attendee Data Success Financial Value Non-Financial Value
- 14. ELEMENTS OF STAFF & VOLUNTEER DATA YOU CAN COLLECT BEFORE DURING AFTER
- 15. BENEFITS OF COLLECTING STAFF & VOLUNTEER DATA 1. 2. 3. 4. Re-use volunteer records Boost volunteer engagement Improve scheduling for next year Remember issues that came up
- 16. WHAT PLANNERS CAN LEARN FROM THE OLYMPICS GATHERING CONTACT INFO VOLUNTEER AVAILABILITY NO-SHOW VOLUNTEERS COMMUNICATION SCHEDULING
- 17. GOALS FOR STAFF & VOLUNTEER DATA Figuring out the status Attracting key demographics Reaching specific check-in rates
- 18. HOMEWORK & RESOURCES www.initlive.com/resources The 3 Stages of Managing Event Team Data [infographic] Test Drive the Value of Your Event [template] The Beginner’s Guide to Using Event Data [ebook] Collecting Event Data: Liberating or Laborious? [podcast]
- 19. www.initlive.com Q & A 75% 25% 50% 27% info@initlive.com
Notes de l'éditeur
- At first glance, collecting event data can seem like a daunting task that just doesn’t seem worth it. Event planners already have enough on the go, so why add this task to the list? Are there any advantages to collecting data? What kind of event data will contribute the most to an event’s success? How do you collect and use it properly before, during and after your event? What event planners can learn from the Olympics
- Yes No
- Create clear and measurable objectives to help you determine what data to collect. As the old saying goes: “You can’t know where you’re going if you don’t know where you’ve been.” Align all of your efforts with your goals
- 0 Less than 50% 50-75% More than 75%
- Decide what kinds of data you should be collecting How do you plan to organize that data? Who else would benefit from this knowledge (i.e. stakeholders, sponsors, the community, etc.)?
- Staff and Volunteer data Attendee Data Success (did the event meet your pre-determined objectives?) Financial Value (event costs, revenue, etc.) Non-financial Value (training, relationship building, brand awareness)
- Before your event: Volunteer contact records Volunteer roles and qualifications Volunteer availability Volunteer shift times Schedule shortages Get volunteers to agree to event waiver in advance During Event: Volunteer profile info Know who’s checked in/out and where they’re supposed to be Have access to all of your volunteer’s schedules Be aware of no-show volunteers so that you can fill those shifts After Event: Volunteer hours worked No-show rates Message history - what communication was exchanged during the event, # of messages, etc. Re-use contact information for another event Learn from volunteers what worked and what didn’t
- Have a record of each volunteer you had so that you can use them again for that task Build a plan around reducing no-show volunteers and / or increasing volunteer volumes to account for it Know if you didn’t schedule enough volunteers or if you scheduled too many - use that insight to build a more tailored schedule for next year Be reminded of issues that came up during the event through reviewing the communication log
- Having the contact info for your volunteers will give you what you need to communicate It’s important to know what the availability of your volunteers is Having a system to help you know if your volunteers are checked-in / planning to attend Knowing when people haven’t shown up so that you can deal with it quickly
- Goal for first-time event: figure out the status so that you know how to move forward Demographics (first-time or young volunteers) - capture birth date / if they are first-time volunteers Goal for check-in rates - ie. 90% in the first 20 min of the event
- Test Drive Your Event: How Valuable is it? – Template The 3 Stages of Managing An Event Team – Infographic Collecting Event Data - Liberating or labourious? – Podcast The Beginner’s Guide to Utilizing Event Data - Ebook