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Evaluating The Meeting
OVERALL EVALUATION
How efficient was the event registration process? Was on-site registration handled efficiently? Did the program stay within budget? Was the room block filled? Were meal guarantees accurate and breaks on time? Was signage well anticipated and well placed? Were the floral decorations fresh and well placed, and did they meet expectations? Were the meeting room setups correct? Were speakers on time and in the right meeting rooms? Did audiovisual equipment function properly? Were transportation arrangements adequate? Were themed events appropriate? Were social activities, special events and entertainment well attended and well received?
PROGRAM CONTENT AND ATTENDANCE
How soon after the first mailing did registrations for the event start coming in? Did attendance grow over the previous year, or was it on par with or lower than similar meetings? How well attended were the individual sessions? Did attendees arrive on time, and did they stay until the end of the sessions? Was attendance higher at social events? Were speakers engaging, interesting, informative and well prepared? Were session topics relevant to the meeting? Did speakers have an adequate number of handouts? Were the speakers well received by the audience? Was enough food served, and was it well received? Was there enough time to view the exhibits? At what times did attendees visit the exhibition? Did visits coincide with promotional activities? Were giveaways and promotional activities well received? Was the location of the exhibition convenient to the meeting location? Were exhibits educational and pertinent to attendees? Were sponsors clearly identified? Was parking adequate?
REGISTRATION AND STAFFING
How efficient was the event registration process? Were staff members well briefed on their assignments? Were staff encouraged to talk to and listen to attendees for feedback and to note comments? Was a post-conference meeting held with members of the hotel staff to collect evaluations? Did identified VIPs receive the appropriate level of service? Did attendees have problems unrelated to the program? Were staff members calm during mishaps or emergencies, and did they respond well to attendees’ concerns? Were volunteers knowledgeable of their assignments, on time, helpful and courteous? Was there a volunteer appreciation event? If so, was it well received? Was security well placed, visible and professional?
EXHIBITOR EVALUATION
Describe attendance/traffic on each day of the exhibition. How interested in the exhibits did attendees seem? Were attendees qualified buyers? How were the services furnished by hall or show management rated? Was there adequate time for booth setup and take down?
NOTE: This checklist was compiled in part from Meetings & Conventions: A Planning Guide by Dr. Don MacLaurin and Ted Wykes.
