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Designing Effective Conference Evaluation Plans for Success

Effective planning is crucial for a successful conference evaluation. This guide highlights key sources of information for developing a robust evaluation plan, including conference objectives, available public information, and key documents shared with planning stakeholders. Engagement with various stakeholders, insights from previous evaluations, and diverse data collection methods—like surveys, interviews, and media analysis—are essential components. By incorporating these elements, organizers can ensure comprehensive feedback, enhance future conferences, and foster continuous improvement.

carissa-cleveland
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Designing Effective Conference Evaluation Plans for Success

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  1. CONFERENCE EVALUATIONPLANNING Good planning is essential ! (‘’fail to plan is plan to fail’’)

  2. KEY SOURCES OF INFORMATION TO DESIGN A CONFERENCE EVALUATION PLAN • Conference objectives and expected outcomes • Conference information available to the public • Key documents disseminated to a restricted list of people involved in the conference planning & organization (e.g. concept notes, meeting reports, etc.) • Reports of & lessons learnt from previous conference evaluations • Consultations with as many stakeholders as possible, including committee members, conference organizers, etc.

  3. KEY THINGS TO KEEP IN MIND WHEN DESIGNING A CONFERENCE EVALUATION PLAN

  4. KEY ELEMENTS TO INCLUDE IN A CONFERENCE EVALUATION PLAN

  5. KEY ELEMENTS TO INCLUDE IN A CONFERENCE EVALUATION PLAN (cont.)

  6. EXAMPLES OF METHODS TO COLLECT DATA • Face-to-face or phone individual interviews (structured & semi-structured) • Focus group interviews • Online surveys • Printed surveys • Structured observations of key sessions and conference areas • Review of conference programme and online resources • Review of statistical data on conference registration, scholarship recipients, abstracts, etc • Review of statistical data and evaluation findings from previous conference to allow comparison over time

  7. EXAMPLES OF METHODS TO COLLECT DATA (cont.) • Use of rapporteurs to follow sessions addressing key topics. Their feedback can be also used to measure some indicators (e.g. number of sessions presenting new findings). • Analysis of the conference media coverage. • Review of posts and comments left by delegates and non-attendees on the conference blog, Facebook page and Twitter. • “Mystery shopper" approach to test registration or other conference services. • Instant polling/feedback at conference using SMS/phones, voting systems and smart devices.

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