Day 1: Set the Date (and the Vision)

Congratulations, you did it! The event is over, the volunteers survived, and you’re pretty sure the coffee station has officially been declared a disaster zone. Before you move on, let’s pause to do one of the most important things you can do post-event: the debrief.

Debriefing isn’t about reliving every mistake or deciding who’s to blame for the slide deck fiasco. It’s about celebrating what worked, learning from what didn’t, and making next time even better. Let’s dive into how to reflect and improve—without pointing fingers or crying into leftover donuts.

1. Gather Your Team (While Memories Are Fresh)

You don’t need a month to process what just happened. Call your team together while the details are still fresh—and before anyone forgets who decided it was a good idea to wing it on the lighting cues.

Quick Debrief Tips:

• Schedule the meeting within a week of the event.
• Keep it casual but focused—no rambling rants allowed.
• Serve coffee, because everyone deserves it at this point.

Tip: Make the debrief feel like a team celebration, not a court hearing.

2. Start with the Wins (Because You Deserve It)

Before you dive into what went wrong, take a moment to celebrate the victories. Your team worked hard, and it’s important to recognize that.

Questions to Spark Positivity:

• What went better than expected?
• What did guests or volunteers rave about?
• Who went above and beyond, and how can we thank them?

Tip: Wins can be big (“We welcomed 50 first-time guests!”) or small (“The livestream didn’t crash this time!”).

3. Address the Challenges (Gently)

Nobody loves talking about what didn’t work, but this is where the real growth happens. Be honest, but keep the tone solution-focused.

Questions to Ask:

• What felt chaotic or unorganized?
• Were there any tech or logistical issues?
• Did we have enough volunteers, or was everyone stretched too thin?

Tip: Avoid blame. Phrases like, “Next time, we could…” are your best friend.

4. Gather Feedback from Everyone (Even Guests)

Your team isn’t the only one with valuable insights. Volunteers and guests often have perspectives you might not see.

How to Gather Feedback:

• Volunteer Survey: A short, anonymous survey asking what they enjoyed and what could improve.
• Guest Follow-Up: Use connection cards or post-event emails to ask about their experience.
• One-on-Ones: Check in with key team leads for deeper insights.

Tip: Keep feedback short and sweet—nobody wants to write a dissertation.

5. Write Everything Down (Seriously, Do It)

Remember last year when you swore you’d never do that one thing again, but then you forgot? Writing down your reflections now ensures you don’t repeat the same mistakes (or forget the wins).

What to Document:

• What worked really well and why.
• What didn’t work and possible solutions.
• Any budget, volunteer, or logistical details to remember for next time.

Tip: Save these notes in a shared drive or project management tool for easy access later.

6. Start Thinking About the Future (But Not Too Much)

You don’t have to plan your next event right now, but jotting down a few ideas while the momentum is fresh can give you a head start.

Future-Focused Questions:

• What’s one thing we’d love to do differently next time?
• Are there resources or tools we wish we’d had for this event?
• How can we involve more people earlier in the process?

Tip: Set a reminder to revisit these notes in a few months—it’ll feel like a gift from past you.

Why the Debrief Matters

The debrief isn’t just about fixing mistakes; it’s about growth. It’s about honoring the effort your team put in, learning from the experience, and building a culture of constant improvement. Plus, it’s your chance to say, “Look how far we’ve come!”

Your Day 5 Checklist:

• Schedule a debrief within a week of the event.
• Celebrate wins and acknowledge everyone’s hard work.
• Discuss challenges and brainstorm solutions.
• Collect feedback from volunteers, guests, and team leads.
• Document everything and start dreaming about what’s next.

Debriefing isn’t glamorous, but it’s a game-changer. So grab your leftover snacks, gather your team, and take the time to reflect. Your next event (and your future self) will thank you for it.