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CONFERENCE EVALUATION PLANNING

CONFERENCE EVALUATION PLANNING. Good planning is essential ! (‘’fail to plan is plan to fail’’). KEY SOURCES OF INFORMATION TO DESIGN A CONFERENCE EVALUATION PLAN. Conference objectives and expected outcomes Conference information available to the public

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CONFERENCE EVALUATION PLANNING

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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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