Evaluation is an assessment of something or making an observation of the outcome whether good or bad. An example of evaluating is after the Year 8 disco, was the year 8 pupil’s filing out an evaluation form on how they thought the event went.
There are many different ways to evaluate such as minutes of meeting, questionnaires, post-event papers and circulation list. Minutes of meeting Meetings normally have formal minutes attached to them or they have notes. When taking minutes of a meeting the information given and any actions that need to be taken are recorded so that what is needed to happen before the next meeting does. Minutes need to be told to the people attending ASAP so that they can look through them, check that it is accurate and carry out any actions if needed.
The main advantage of minutes of meeting is that more of what is needed to be said is said this is good because everyone’s ideas can be shared. Another advantage of minutes of meeting is that everyone who is needed is there so that no one misses out on the information that has been given. The final advantage of minutes of meeting is the privacy, this is good because the information said will only be between the people who are present in the meeting.
There are also disadvantages to minutes of meeting they are that everyone present in the meeting may all have disagreements this may lead to not having what is needed to be done, done. Another disadvantage of minutes of meeting is that people present may be shy and won’t feel like sharing their ideas. The final disadvantage to minutes of meeting is that the information given at the meeting may be said to quick so that everyone cannot be taken down in time. When planning the Year 8 disco we wrote down the minutes during the meeting.
This helped us as a group because everyone knew what they needed to do before the next meeting. For example as the event manager I would inform my deputy manager when they need to go into the Year 8 assembly to inform them what is happening, when it is happening and to give them the information needed to them about the event. If we did not do this then everyone would be confused on what they had to do to prepare for the event, and also everything that needed to be taken care of so that event was a success was done. Questionnaires
A questionnaire is research which involves a number of different questions to gather information from the people who are filling it in. Questionnaires are designed as a way to find out what people are thinking. An advantage of questionnaires is that it is very practical because it is quick to collect information from the people filling out the questionnaire. Another advantage of questionnaires is that the same questions is asked to everyone filling the questionnaire out so easy to sum up. The final advantage to questionnaires is that large information can be collected.
There are also some disadvantages to questionnaires which is that there is no way of telling how much though someone who is filling the questionnaire out has put it. Another disadvantage is that the person filling it out may forget what has happened to fill it out so it won’t be reliable. The final disadvantage to questionnaires is that there is no way to tell how truthful a respondent is being. As a way of evaluating the Year 8 pupil’s event, we created questionnaires for the Year 8 pupils who attended to fill in.
This helped us because the information we had been given back told us why they enjoyed the event and what they thought could have gone better. It was important for us to create questionnaires for the year 8 pupils, so we know how well our planning of the event went, and also to know what went wrong. It also helped us to know what to do and what not to do if planning another event. The questionnaires advantage was the way it was set out, it was set out in a way where if any of the Year 8’s had a lot of feedback from one question then there was space for them to write it down.
Post-event report Most conferences and exhibitions usepost post-event reports contain details of what the event will be like, and what it has to offer. Because of post-event reports it is becoming very common to share post-event reports For planning the Year 8 pupils event we did not use any post-event reports because it would not work as we invited all of the Year 8 pupils to the event. If we did use post-event reports than it would be useful to us as it would be away of informing the Year 8 pupils what the event is and what sort of stuff is on offer at the event.
Circulation lists A circulation list is a way of giving out information to delegates who attend the past event. The event is a useful way of engaging delegates to attend more events by the holder. Because of this it is becoming more often to have e-lists, or email lists that can be used to send information to the delegates. There are more ways that event organisers can put a circulation list which is through a website with a password so that previous delegates can access.
An advantage of circulation list is that you have a list of people who are certain to attend all other events which are being held by you. However a disadvantage to circulation list is that it takes time having to create a website to make an e-list. When planning the Year 8 pupils event we did not use a circulation list invite a certain number of pupils to the event. If we did use circulation lists then it would be useful because if we had another chance to plan an event, then there would be a number of pupils who would definitely attend.
Overall, evaluating can contribute to future planning of events by many different ways. Using questionnaires is the easiest way to evaluate information. This is because instead of evaluating at the end of something you can also evaluate at the beginning and find out information of what people want. By doing this you would find out information about what the attendees are looking for in the event, by knowing this planning the event will be easy because you know what is wanted.
Using a circulation list as part of your evaluation is also good because it means that you already have people who are certain to attend. This will mean not having to worry about no one showing up. Taking minutes at meetings is very important so that everyone is participating knows what they are doing and everyone knows what they need to do by the next meeting. If no minutes at meetings were taken than the people planning the event will all get confused on what is needed to be done, which means nothing will be done to make sure the event is successful.
In conclusion to evaluation it is very important to do after anything that has been done. This is because it informs you on how well something happened and how it can be improved. It was important we did an evaluation for the Year 8 event because we wanted to know how the pupils attended found it, if they enjoyed it or if they did not. Evaluation helps a lot because if wanting to plan another event you will know what to do and what not to do for people to enjoy.
Courtney from Study Moose