📊 SayPro Post-Event Evaluation: Feedback & Improvement Framework
Event Name: SayPro Monthly January SCDR-3 Dance Competition
Organized By: SayPro Development Competitions Office
Oversight: SayPro Development Royalty
Objective: To collect, analyze, and implement participant feedback in order to enhance the quality, fairness, and experience of future SayPro competitions.
🎯 Purpose of Post-Event Evaluation
- Improve event execution by identifying what worked and what needs refinement
- Understand participant experiences across registration, performance, judging, and communication
- Strengthen participant engagement through open dialogue
- Ensure alignment with SayPro’s developmental mission and Royalty standards
📝 Stage 1: Feedback Collection
📄 1. Digital Feedback Survey
Timing: Sent within 48 hours after the event concludes
Platform: Google Forms, Jotform, or SayPro’s internal system
Audience: All registered participants (finalists and non-finalists), judges, and guardians (if minors)
Survey Sections:
- General Satisfaction
- How satisfied were you with the overall event experience?
- Rate the registration and communication process.
- Did the event meet your expectations?
- Performance & Judging
- Were the rules and judging criteria clearly explained?
- Did you find the feedback constructive and helpful?
- Was the scoring fair and transparent?
- Technical Aspects
- Rate the video/audio quality of the live or recorded showcase.
- Did you receive adequate support for tech or performance setup?
- Logistics & Communication
- Were emails and schedules clear and timely?
- How responsive was the SayPro team to questions or concerns?
- Open-Ended Questions
- What did you enjoy most about the competition?
- What could be improved?
- Would you participate in a SayPro event again?
Completion Incentive:
- Entry into a random draw for SayPro merchandise or a training session voucher
🗣️ 2. Follow-Up Interviews (Optional)
Format: One-on-one online interviews (10–15 minutes)
Participants: Randomly selected finalists, first-time entrants, and returning dancers
Interviewer: SayPro Development Competitions Officer or feedback coordinator
Interview Goals:
- Dive deeper into experiences not captured by the survey
- Gather qualitative insights on emotional and developmental impacts
- Understand suggestions for workshop topics, mentorship needs, or category expansions
🔍 Stage 2: Data Analysis and Reporting
📊 Quantitative Analysis
- Compile average satisfaction scores by category (logistics, judging, tech, etc.)
- Identify most and least rated elements
- Compare feedback across age groups and performance categories
📋 Qualitative Review
- Thematic analysis of open-ended responses
- Identify key concerns, praise, and suggestions
- Extract participant quotes for internal review and public testimonials (with permission)
📁 Feedback Summary Report
Prepared within 10 working days post-event and includes:
- Executive summary of key findings
- Participant satisfaction chart
- Recommendations and immediate action points
- Participant quotes (optional, anonymized)
- Annex with raw data summary
🔄 Stage 3: Implementation and Response
🛠️ Improvements Planning
- Discuss findings with SayPro Development Royalty and Event Leadership
- Implement feasible improvements before the next monthly competition
- Prioritize:
- Clarity of communication
- Judge feedback quality
- Streamline registration and scoring tools
- Enhanced support for virtual/hybrid participants
💬 Feedback Response Communication
- Publish a short “What We Heard, What We’re Doing” post on SayPro social channels and website
- Thank participants for their time and insights
- Highlight one or two changes being introduced based on feedback
🧭 Continuous Improvement Cycle
| Evaluation Step | Outcome |
|---|---|
| Survey & Interviews | Gather honest, actionable feedback |
| Internal Report | Turn feedback into insights |
| Public Response | Build participant trust and show accountability |
| Implementation Before Next Event | Demonstrate progress and commitment to excellence |
✅ Summary
The SayPro Post-Event Evaluation is a structured, participant-centered process that ensures:
- All voices are heard
- Honest feedback is valued
- Real improvements are made
- SayPro’s events grow in quality, fairness, and developmental impact
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