Event Report

This is the Event Report that all Event Producers are required to submit upon an event completion. Based on your experience managing the event, please provide the most accurate answers and insight that can best describe the work completed, including all of the different variables that were involved in its execution. Copies of this report will be sent to the Executive Director of Production Services, the Travel Manager, the Director of Production Services , and your Executive Producer for review. This report will be useful to provide answers for client reports and to establish a basis for future event planning.
General
Your Name
Date of this report

MonthDayYear
Date
Job Number (ELXX-XXX)
Event or Tour Name
Event Dates
City and State
Name of Venue or Site
Your E-mail Address

Pre Event
Was a load list completed and forwarded to Executive Producer?
Were all reserved services and equipment delivered timely and in good working condition?
Set Up Summarization. Were there any issues or concerns during set up (late shipments, damaged program vehicles from a hauler, permits or fire inspection, union labor, site or supplier support)? Please explain.
Equipment. Was any equipment found to be damaged, defective, or incomplete? Was there any equipment that was missing from a load list or not cleaned based on previous communications with warehouse personnel? Please explain.

Event
Event Attendance. Please include the information below for each individual event day (separate by ;). Include the date, number of guests attended/the number of forecasted guests (if any), event hours, and brief description of weather. EX: 3/21; 450/600; 8:00am - 5:00pm; 65 overcast.
Site and Supplier Relations. Were there any site or supplier service issues that occurred during this event (catering shortages, portable bathrooms serviced on time, security was punctual, etc.)?
Staff Relations. Were there any crew related concerns during the week? Examples are inappropriate appearance, after hours behavior, staff disagreements, etc. Please provide feedback on Driving Instructors and Local Labor, such as Product and Promotional Specialists. This feedback provides the Staffing Manager with valuable information for future events.
Client Relations. Please provide any detail in regards to the client during the event. Include feedback received about the event, any problems, improvements suggested or resolutions to issues.
Participant Relations. Please provide any detail in regards to the participants during the event. Include feedback received (comments), the layout and flow, and overall thoughts of the event.
Photos. Were photos of the event sent to Account Management for review, and to be included in the job folder?
Event Overages. Were there any event overage that were incurred on behalf of the client? (please list below)
Vehicles. Please list all of the vehicles that had repairs performed at a dealership. Please include what was repaired, VIN, make and model. Also include the dealership name, invoice number, contact, address and phone number.

Post Event
Would you recommend this site or venue for future events?
Please provide feedback in reference to the previous question. Any comments or observations you had about the pavement, allotted space, traffic flow, obstructions, site contacts and venue staff will all be beneficial to determining or correcting the location for future events.
Total Elapsed Time for tear down.
Tear Down Summarization. Was any program equipment, vehicle, or signage damaged or found to be defective? This will help Account Management determine if items need to be repaired or replaced for future events.
Equipment Maintenance. Does the warehouse need to clean, replace, or repair any equipment that may have been damaged during this event. Please clarify.
Travel. Were all travel arrangements satisfactory for this event?
Please use this space for additional comments about travel arrangements (flights, rentals, hotels).
Opportunity for Improvement. Please use this space for any lessons learned from working this event. Is there anything that could have been done to produce greater results to the client or increase the overall quality of the event?
Did you feel fully prepared for this event? If not, please explain.
Are there any BA's worth extending an offer to for logistic support for our Nationwide Tours (Please speak to them to see if interested and report below if applicable). List names with notes on performance below. (Referring to those staffed by EventLink Only)