Event Management

Post Event Management

Complete your event lifecycle with comprehensive post-event management. Generate final reports, archive events, export data, and review analytics to improve future events.

Overview

Post-event management is the final phase of your event lifecycle. After your event concludes, you can generate comprehensive reports, archive the event, export data for external analysis, and review final analytics to learn and improve for future events.

Important: All event data remains accessible even after archiving. You can always view historical events, download reports, and review analytics for completed events.

Event Status Management

After your event ends, you should update the event status to reflect its completion.

Archiving Events

When your event is complete, change its status to "Archived":

Navigate to the event management page
Select the completed event
Change status from "Published" to "Archived"
Archived events are moved out of active event lists
All data remains accessible for historical reference

Benefits of Archiving: Keeps your active event list clean, makes it easier to find current events, and organizes completed events for historical reference.

Event Status Options

Draft: Events still in planning stage
Published: Live events accepting registrations
Archived: Completed or cancelled events

Final Event Reports

Generate comprehensive PDF reports with all event data, analytics, and registration information for record-keeping and analysis.

Generating Reports

To generate a final event report:

Navigate to the event management detail page
Click the "Download Report" button
System generates a comprehensive PDF report
Report opens in your device's PDF viewer
You can save, print, or share the report

Report Contents

The PDF report includes comprehensive information:

Executive Summary

Total Registrations count
Total Revenue generated
Unique Colleges represented
Unique Departments represented

Event Details

Event status
Event type
Date and time
Location
Base price
Points assigned
Creator information

Sub-Event Overview (if applicable)

Sub-event titles
Sub-event status
Registration count per sub-event
Pricing per sub-event

Complete Registration List

Attendee name
Email address
Phone number
College name
Department
Amount paid

Report Format

Reports are generated as professional PDF documents with:

Formatted headers and footers
Page numbers
Organized sections with clear headings
Tables for easy data reading
Summary tiles for key metrics
Professional styling suitable for sharing

📸 Screenshot Placeholder

Add screenshot of generated PDF report here

Final Analytics Review

Review final analytics to understand your event's performance and identify areas for improvement.

Key Metrics to Review

Financial Performance

Total revenue vs target
Average ticket price
Payment completion rate
Revenue from food coupons
Revenue from accommodation

Registration Performance

Total registrations
Registration velocity over time
Capacity utilization
No-show rate (if tracked)
Team vs individual registrations

Attendee Demographics

Colleges represented
Department distribution
Year of study breakdown
Geographic distribution

Sub-Event Performance

Most popular sub-events
Sub-event registration distribution
Sub-event revenue breakdown
Capacity utilization per sub-event

Using Analytics for Improvement

Analyze the data to identify:

What worked well (high registration, good revenue)
What needs improvement (low attendance, pricing issues)
Popular features (food coupons, accommodation, team events)
Optimal pricing strategies
Best registration timing
Effective marketing channels

Data Export

Export event data in various formats for external analysis, accounting, or record-keeping.

Export Formats

PDF Reports

Comprehensive formatted reports suitable for printing, sharing, or archival. Includes all event data, analytics, and registration lists.

Excel/CSV (Future)

Raw data export in spreadsheet format for detailed analysis, pivot tables, and custom calculations.

Exportable Data

All event data can be exported:

Complete registration list with all fields
Payment information and transaction details
Verification status (ticket and food coupon)
Financial summary and revenue breakdown
Sub-event data and analytics
Event configuration and settings
Timestamps and metadata

Post-Event Registration Management

Even after the event, you can manage registrations for record-keeping and follow-up purposes.

Available Actions

View All Registrations: Access complete registration list with all details
Search Registrations: Find specific attendees by name, email, or phone
View Registration Details: See complete information for any registration
Delete Registrations: Remove registrations if needed (with confirmation)
Export Registration Data: Include registrations in reports

Follow-Up Activities

Use exported data and reports for post-event follow-up activities.

Communication

Send thank you emails to attendees
Request feedback and testimonials
Share event photos and highlights
Announce future events
Send certificates or completion letters

Analysis & Reporting

Share reports with stakeholders
Analyze data for insights
Create presentations for sponsors
Document lessons learned
Plan improvements for next event

Financial Reconciliation

Reconcile payments with reports
Process refunds if needed
Generate invoices for accounting
Track expenses vs revenue
Calculate net profit/loss

Record Keeping

Archive event reports
Maintain historical records
Reference for future events
Compliance and audit purposes
Build event portfolio

Event Cloning (Future Feature)

A planned feature that will allow you to clone successful events for easy reuse.

Cloning Benefits

When available, event cloning will allow you to:

Copy event structure and settings
Reuse successful configurations
Save time when creating similar events
Maintain consistency across event series
Start with proven event templates

Note: Cloning will copy event settings but not registrations or historical data.

Post-Event Best Practices

Recommended workflow for completing your event lifecycle:

Immediately After Event: Review final check-in statistics and verify all attendees were properly checked in
Within 24 Hours: Generate and download the final event report for your records
Review Analytics: Analyze final metrics to understand event performance and identify successes and areas for improvement
Financial Reconciliation: Compare revenue in the system with actual payments received and resolve any discrepancies
Archive Event: Change event status to "Archived" to move it out of active event lists
Follow-Up: Use exported registration data to send thank you emails, request feedback, and share event highlights
Documentation: Save reports and analytics for future reference and to build your event portfolio
Lessons Learned: Document what worked well and what didn't to improve future events

Data Retention

All event data is retained indefinitely, allowing you to access historical information whenever needed.

Accessing Historical Events

Even after archiving, you can:

View archived events in your event list
Access all registration data
Review historical analytics
Generate reports at any time
Export data whenever needed
Reference past events for planning

Deleting Events

If you need to permanently remove an event, deletion is available but should be used with caution.

Deletion Process

To delete an event:

Navigate to the event management page
Select the event you want to delete
Click the delete button
Confirm deletion in the dialog
Event and all associated data are permanently removed

⚠️ Warning

Deleting an event permanently removes all data including registrations, payments, and analytics. This action cannot be undone. Consider archiving instead if you may need the data later.