How do you balance conference evaluation?

1 Define your evaluation purpose and objectives

Before you choose your evaluation methods, you need to define your evaluation purpose and objectives. What are you trying to achieve with your evaluation? What are the key questions you want to answer? Who are the main stakeholders and audiences for your evaluation results? How will you use the evaluation findings to inform your decisions and actions? By clarifying your evaluation purpose and objectives, you can align your evaluation methods with your conference goals and expectations, and avoid wasting time and resources on irrelevant or redundant data.

2 Choose a mix of evaluation methods

There is no one-size-fits-all approach to conference evaluation. Depending on your evaluation purpose and objectives, you may need to use different evaluation methods to collect and analyze data from various sources and perspectives. For example, you may use surveys, interviews, focus groups, observations, or feedback forms to gather quantitative and qualitative data from participants, speakers, sponsors, staff, or partners. You may also use pre- and post-conference assessments, case studies, testimonials, or impact stories to measure the changes and outcomes of your conference. By choosing a mix of evaluation methods, you can balance the strengths and limitations of each method, and triangulate your data to increase validity and reliability.

3 Plan your evaluation timeline and budget

Another aspect of balancing your conference evaluation is planning your evaluation timeline and budget. When and how will you conduct your evaluation activities? How much time and money will you allocate for your evaluation? How will you ensure that your evaluation is feasible and realistic? You need to plan your evaluation timeline and budget carefully, taking into account the availability and accessibility of your data sources, the resources and capacity of your evaluation team, and the deadlines and expectations of your evaluation stakeholders. You also need to monitor and adjust your evaluation plan as needed, to cope with any changes or challenges that may arise during your conference organization process.

4 Engage your evaluation stakeholders

A balanced conference evaluation also requires engaging your evaluation stakeholders throughout the evaluation process. Who are the people or groups that have an interest or influence in your conference or your evaluation? How will you involve them in your evaluation design, implementation, and dissemination? How will you communicate and share your evaluation results with them? Engaging your evaluation stakeholders can help you increase the relevance, credibility, and usefulness of your evaluation. It can also help you build trust, rapport, and collaboration with your conference partners, sponsors, speakers, staff, and participants.

5 Analyze and interpret your evaluation data

Once you have collected your evaluation data, you need to analyze and interpret it in a balanced way. How will you organize, clean, and synthesize your data? What tools or techniques will you use to analyze your quantitative and qualitative data? How will you identify and address any gaps, biases, or errors in your data? How will you draw conclusions and recommendations from your data? Analyzing and interpreting your evaluation data requires applying appropriate and rigorous methods, as well as using critical and creative thinking skills. You also need to consider the context, assumptions, and limitations of your data, and avoid making unsupported or misleading claims.

6 Report and use your evaluation findings

The final step of balancing your conference evaluation is reporting and using your evaluation findings. How will you present and communicate your evaluation results to your evaluation stakeholders and audiences? What format, style, and language will you use to report your evaluation findings? How will you highlight the key findings, lessons learned, and recommendations from your evaluation? How will you use your evaluation findings to improve your conference organization practice, to demonstrate your conference impact, and to inform your future conference planning? Reporting and using your evaluation findings requires tailoring your messages and strategies to your specific purposes and audiences, as well as ensuring that your evaluation findings are clear, accurate, and actionable.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?