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Event Organizer Resources: Follow-up Resources

Wrap-up your event with the help of this end-of-event checklist.

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DATA COLLECTION AND REVIEW

☐ Collect event-related data, including participant numbers, times, and results.

☐ Review race results and ensure accuracy.

☐ Complete your Post-Event Reporting on your USA Cycling Event Permit.

PARTICIPANT FEEDBACK

☐ Gather feedback from participants and volunteers through surveys or feedback forms.

☐ Analyze feedback to identify strengths and areas for improvement.

VOLUNTEER APPRECIATION

☐ Send thank-you notes or emails to volunteers, officials, and staff who contributed to the event’s success.

AWARDS AND PRIZES

☐ Ensure all winners received their awards and prizes.

☐ Send out any unclaimed prizes to winners if necessary.

RESULTS REPORTING

Submit final race results to USA Cycling.

☐ Update results on the event website and any relevant platforms.

EVENT DOCUMENTATION

☐ Organize and store all event-related documentation, including permits, waivers, contracts, and receipts. You can do this on Google Drive, Dropbox, or even SharePoint.

☐ Prepare a financial summary of the event, including revenue, expenses, and net income.

☐ Share financial reports with relevant stakeholders, sponsors, or partners.

POST-EVENT COMMUNICATION

☐ Communicate with participants, sponsors, and volunteers about the event’s success, highlights, and upcoming events.

☐ Create a post event gallery that can be shared on social media.

☐ Send thank-you messages to sponsors, partners, and any supporting organizations.

☐ Send out a post event “Thank You” to participants for their participation and support.

FOLLOW-UP TASKS

☐ Address any outstanding matters, such as equipment returns, unpaid invoices, or unresolved issues.

☐ Start planning for future events by evaluating potential dates, locations, and improvements based on post-event feedback.

DOCUMENTATION ARCHIVING

☐ Archive event-related documents, checklists, schedules, and materials for reference in future events.

By following this post-event checklist, you can ensure a smooth wrap-up and maintain a record of your event’s success and areas for growth. Remember that each event may have unique aspects, so adapt the checklist to match your specific event’s requirements.