Special events can be complex and in the process of planning a perfect event, details can be missed. Using data to track the ways in which people participated in the event can help you determine what worked, what didn't work and what people are responding to about your event.
Affordable Special Events Data Tracking and Analysis
1. Affordable Special Events Data
Tracking and Analysis
Cheri Weissman
October 22, 2013
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Cheri Weissman
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Cheri Weissman
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6.
7.
In what ways did the constituent participate in the
event?
Buy ticket(s) to attend
How many?
Buy table(s)
How many?
Sponsorship
Levels?
Underwriting
Buy a raffle ticket
How many?
Package purchase
(i.e., buy individual ticket for $25, get 5 for $100)
Auction Contribution
Donor sends an in-kind gift to be included in the auction
Auction Purchase
Donor pays to acquire auction item
8.
Number of attendees
When you are registering attendees, are you tracking
the exact number of people you are expecting?
You need to know that registering one record in your
database will only count for one event registration
You will need a field for total number of attendees OR
register each attendee individually
Meal Choices
If you are offering meal choices, it is advisable to
record who wants what to eat
Keep in mind that you can use this information to offer
the right meal choice for next year’s event
9.
Seating Preferences
People who want to sit with friends/family
People who need/want to sit close to where the
action is
Notable Attendees
Speakers
Media
Volunteers/Coordinators
Table Hosts
Dignitaries
10.
Payment Information
People who pledge or pay after the event
Knowing who is coming as a guest of the
organization (Complimentary attendance)
Sending out payment reminders
Include anything they need to pay for
Expenses
It’s likely that your accounting office is tracking this
but if you want to determine the NET proceeds of
the event, record expenses
11.
In what ways did the constituent participate in the event?
Individual golfer(s) to attend
How many?
Foursome(s)
How many?
Sponsorship
Levels?
Underwriting
Ancillary Participation
Mulligans
Closest to Pin
Lunch
Dinner
Auction Contribution
Donor sends an in-kind gift to be included in the auction
Auction Purchase
Donor pays to acquire auction item
12.
Number of attendees
When you are registering golfers, are you tracking
the exact number of people you are expecting?
You will need a field for total number of attendees OR
register each attendee individually
Meal Choices
If you are offering meal choices, it is advisable to
record who wants what to eat
Keep in mind that you can use this information to offer
the right meal choice for next year’s event
14.
If your database allows you the right level of
detail, you’re golden
If not, create manual/external tracking
mechanisms that get you where you need to be
Excel (see examples)