What are the most common mistakes when collecting feedback from conference attendees?

In streamlining feedback for your conference questionnaire, a human-centered approach, augmented by AI, becomes essential. Use AI to analyze previous feedback, focusing on which questions garnered the most valuable responses. Prompt example: ‘Identify the top 5-10 impactful questions from past surveys, ensuring a mix of quick multiple-choice and deeper open-ended queries.’ By integrating AI analysis with a focus on human experience, your survey becomes a powerful tool for genuine insights, tailored not to overwhelm attendees but to engage them meaningfully. It’s about asking the right questions that directly contribute to enhancing your conference goals and continuously learning from attendee experiences.

In my experience, one of the biggest deterrents is asking too many questions. If the survey requires folks to spend more than a couple minutes completing it or if every question requires them to type in a response versus selecting from multiple choices, they are more apt to close the survey without finishing it. Keep it short and simple. 5-10 questions max with most being multiple choice and the. A couple of open-ended questions at the end. Determine what questions will add value to what you are trying to accomplish. If it doesn’t help you improve your conference goals, don’t include it. Some questions should be asked yesr or year so that you can benchmark what is working, what isn’t and where you can improve.

I like freeform feedback because you can get more details. Like "What are the top 3 things you enjoyed about the conference?" and "If you could change anything about the conference, what would that be?" I only use rating scales for approval ratings and NPS (Net Promoter Score).

When I speak at schools or universities, I do full measurements and evaluations of the event, and I have 10 questions that fit onto a single page. Each person already had one under their chair when we started. Before starting the Q&A, I ask people to complete the forms and send them to the end of the row in which they are sitting. I like this. It is quick and does not feel very intrusive. Online is very great, but I have lower feedback participation.

Feedback surveys must be sent after the event has taken place. You will get the highest number of responders the sooner you send the survey after the event, as it's still fresh in their minds.

Thank and acknowledge those who provide feedback. Try to implement one change suggested and see it through the eyes of the attendee. Do not overthink a complaint when you know you put on a great event and focus on the one negative comment. Write it down. Discuss it with your team. Decide if it’s useful feedback and work through it.

If you do not analyze feedback, why ask for it in the first place? When you receive constructive feedback your reaction and actions towards it will show what mindset you have, if you are interested in getting better and grow you will surely act on it, if not you'll go in a defending mode. So the growth approach is needed in order to act upon it effectively. Pay respect to those who provided you the inputs, try understanding why you got that comment or rating. Brainstorm or ask for help and advice on how things can be done differently if needed. It is easier to act on feedback, when you ask following up questions that will give you a more clear picture, not just a simple : rate from 1 to 10.

Please have a few attendees beta test your survey for feedback before sending to all attendees. I have taken so many post conference surveys that had confusing questions, meaning I wasn’t sure what information they were wanting to get from the question. As an event planner we see and experience the conference so differently than an attendee, we need to make sure we are looking at the questions with the lens of an attendee.

If you use similar questions year-to-year, you can compare data and detect trends. Review your evaluation annually with other internal stakeholders to ensure it is capturing what you need.