Introduction
Organising an event, whether it's a seminar, a workshop or a conference, is a challenge. You may have an idea of the atmosphere through visible reactions, but how can you really know if participants are satisfied with the experience as a whole? Did they appreciate the organisation, the quality of the speakers, or even the venue where the event took place?
The ideal tool for gathering honest and accurate feedback is the event satisfaction questionnaire. It allows you to obtain detailed information about what worked well and what requires improvement. Here is a 5-step guide to creating an effective satisfaction questionnaire, designed to maximise the quality of your future events.
Step 1: The creation of the satisfaction survey
Why is a satisfaction survey important?
When an event is over, the question that often comes up is: “What did participants really think?” An event satisfaction questionnaire is the ideal tool to get accurate answers. These feedbacks allow us to measure the degree of satisfaction, evaluate the strengths of the event, but also identify areas for improvement. For example, if there is feedback that indicates an organisational problem, it will be possible to adjust the feedback for the next event.
Choosing the right questions to ask
Questions must be carefully formulated to gather actionable data.
To choose the questions to ask, one must first review the objective of the event to understand why to conduct a satisfaction survey and what purpose it serves. From this, it will be possible to determine the questions to be asked, with an indicator for each question to measure the responses.
Start with closed questions (e.g., "Were you satisfied with the quality of the speaker?"), as this will facilitate analysis. You may also include open-ended questions to gather comments or more detailed feedback. The questions should cover the following aspects:
Quality of content (workshop, conference, presentations)
Organisation (planning, timing)
Venue (accessibility, comfort)
Service (welcome, food, equipment)
Also, use satisfaction scales, such as the Likert scale, to assess the level of satisfaction of your participants.
Types of questions to include in the questionnaire
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Closed questions: yes/no, satisfaction scale (1 to 5).
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Open questions: suggestions, specific comments.
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Multiple choice questions: for preferences, specific needs.
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Demographic questions: to better segment respondents (age, profession, etc.).
Step 2: Distribution of the satisfaction survey
Where and when for distributing the survey?
"The timing of distributing the questionnaire is crucial. It is recommended to hand it out right after the event, while the participants' impressions are still fresh in their minds. This can be done online through a survey or a Google form. If the event was in person, you can distribute paper questionnaires to participants before they leave. Don't forget to mention that their feedback is important for improving future events.
Methods of distribution
Online: use tools like SurveyMonkey or Google Forms to distribute your questionnaire. This allows for easy data collection and quick analysis.
Offline: for less tech-savvy participants, opt for a paper version.
Step 3: Analyse the results
How to analyse the answers ?
The analysis of the results begins as soon as you have collected sufficient responses. You can divide the results into two categories:
Quantitative: closed responses, such as the Likert scale, allow you to identify trends and measure overall satisfaction.
Qualitative: open responses provide more detailed insights and can bring to light valuable ideas on specific points to improve.
Interpret the data
The objective is not only to collect opinions, but to interpret them in order to improve the organisation. For example, if many participants point to the slow management of the seminar, this may indicate that there was a problem with timing or planning. This information can help organisers adjust the schedule for upcoming events.
Use results to take action
Feedback should be used to make concrete decisions. If a particular workshop or intervention was particularly appreciated, you might decide to repeat it or improve it. Aspects that were poorly perceived, such as the space or the schedule, will need to be reconsidered for the next edition.
Step 4: Post-event optimisation and follow-up
The role of the post-event
The satisfaction survey goes beyond mere data collection. It is also a communication tool post-event with participants. Once the results have been analysed, it is important to communicate the changes or improvements that will be made based on the feedback received. You can send a thank-you message to participants and inform them of the actions taken as a result of their comments.
Using social media for follow-up
Social media can be an excellent means of maintaining engagement with participants after the event. Sharing results, testimonials, or photos from the event can strengthen the relationship with your guests and encourage participation in future events.
Considering sponsors and partners
Step 5: Improve future events
Apply the feedback for the next event
Use the results of the questionnaire to make adjustments in programming or logistics for the upcoming event. If a response from participants indicates a bad experience related to a speaker or workshop, it is crucial to adjust or replace it with another activity that better meets the expectations of the audience.
Measure changes
For each event, it is essential to monitor the evolution of satisfaction indicators. By comparing the results of the issue-to-issue questionnaires, you will be able to measure progress and identify areas where additional efforts are needed.
Conclusion
The event satisfaction questionnaire is an essential tool to measure the impact of an event and to optimise future events. By following these 5 key steps, you can collect valuable data, understand the expectations of participants and continuously improve the quality of your events.
FAQ
What is the ideal length of a satisfaction questionnaire?
It should not exceed 10 minutes of response time to prevent participants from becoming discouraged.
When is it preferable to distribute the questionnaire?
It is preferable to distribute it immediately after the event, when memories are still fresh.
What types of questions should be included in the questionnaire?
Mix closed questions, open questions, and satisfaction scales to obtain both quantitative and qualitative data.
How can participants be encouraged to respond to the questionnaire?
Offer incentives such as discounts, entries into prize draws, or vouchers to encourage responses.
Is it necessary to act on all feedback?
No, not all feedback requires immediate action, but it is important to consider all responses to improve the overall event.
