A well-run event debrief is crucial for continuous improvement, helping your team reflect on what worked, what didn’t, and how to make future events even better.
Here’s how to do it:
1. Schedule the Debrief Promptly
Hold the debrief meeting as soon as possible after the event, while details are still fresh in everyone’s mind. Invite all key stakeholders, including team members, partners, and clients if appropriate.
2. Prepare and Share an Agenda
Send out a clear agenda in advance, outlining topics like event objectives, successes, challenges, data review, and feedback. Share any relevant reports, survey results, or analytics ahead of time so everyone comes prepared.
3. Gather and Review Data
Collect all relevant event data—attendance numbers, engagement metrics, budget reports, feedback from attendees, sponsors, and team members. This ensures your discussion is grounded in facts, not just opinions.
4. Create a Safe, Open Environment
Encourage honest, constructive feedback. Remind everyone that the goal is to learn and improve, not to assign blame. A supportive atmosphere leads to more valuable insights.
5. Assign a Moderator
Choose someone to guide the discussion, keep things on track, and ensure all voices are heard.
6. Facilitate the Discussion
Work through your agenda, focusing on these core questions:
Key Questions to Ask During an Event Debrief
- What were our original goals and objectives? Did we meet them?
- What worked well during the event?
- What didn’t work as planned?
- What were the biggest challenges we faced, and how did we address them?
- What feedback did we receive from attendees, sponsors, and partners?
- Were there any surprises—positive or negative?
- How did we perform against our KPIs (attendance, engagement, budget, etc.)?
- What would we do differently next time?
- Were there any overlooked details or gaps in planning?
- What should we start, stop, or continue doing for future events?
- How well did our team communicate and collaborate?
- Did we stay within budget? If not, why?
- Were there any logistical issues or successes worth noting?
- How effective was our event promotion and marketing?
- What follow-up actions are needed post-event?
7. Document Insights and Action Items
Take detailed notes during the meeting, capturing key takeaways and assigning clear action items with owners and deadlines.
8. Share Outcomes
After the meeting, circulate a summary of insights and action steps to all participants. Thank everyone for their contributions and encourage ongoing feedback.
Pro Tips:
- Use a debrief template to ensure consistency and thoroughness.
- Benchmark your event’s performance against past events or industry standards.
- Store debrief notes in a shared knowledge base for future reference.
- Follow up on action items and review progress at your next planning session.
A structured event debrief not only boosts your team’s performance but also helps create more impactful, memorable events in the future.
Catherine Fitzgerald is the founder and Chief Executive Officer of Oak Innovation. With 30+ years of experience in the training and development industry, Catherine and her team at Oak Innovation are ideally positioned to help training professionals, business managers, and entrepreneurs access customizable training course material.
