Collecting session feedback through the Event App

Focused feedback on individual sessions helps your programme committee strengthen the next conference. Which topics deserve more depth? Where was the level appropriate, and which presentations needed more practical examples? A short evaluation linked to each session gives those experiences a clear place.

The value lies in questions that inform your programme and in thoughtful discussion of the answers. At Activo, we help you plan evaluation through the Event App, the route attendees take and the overview your committee needs.

Start with decisions for the next conference

Session feedback serves a different purpose from the overall conference survey. One explores content and presentation; the other might cover reception and organisation. Separating those topics keeps the request manageable for attendees.

Agree with the committee which decisions the feedback should support. Do you want parallel sessions to suit attendees' knowledge better, explore a subject in greater depth or try another format? This guides the questions and helps prevent the results from becoming a collection of isolated scores.

Ask a few questions that work together

A short, familiar questionnaire makes participation easier. Three or four focused questions may be enough. Use consistent wording and response options for comparable sessions, so differences in results do not simply reflect differences in the questions.

A useful starting point might be:

• How useful was the content for your work or learning needs? Use a consistent scale, for example from not at all useful to very useful.
• How clearly was the content explained? Again, use a consistent scale with labelled endpoints.
• How well did the level match your existing knowledge? Offer the options too basic, appropriate and too specialist.
• What would make this session more valuable to you? Allow a short, optional comment.

Make feedback accessible at an appropriate moment

Through the Event App, attendees can view their personal programme and evaluate sessions. A clear link to the right evaluation helps them leave feedback on the intended session. An invitation shortly afterwards may work; a quieter moment may suit a packed programme better. We agree when to invite responses and how you might use a push notification.

Ask attendees to evaluate only sessions they followed. Choosing a session does not mean attending it, and an entrance scan does not prove someone stayed throughout. Include ‘unable to assess’ where useful, so people do not have to select an arbitrary score.

Read the answers in context

Session evaluation results are visible immediately. Look at the number of responses as well as the average. Eight answers from a small workshop tell a different story from eight answers from a packed lecture hall. Record the basis for comparison: registrations, recorded visits or another attendance count.

The audience and purpose of the session matter too. An introduction may suit beginners but feel too basic for experienced attendees. Combine scores with comments and interpret small numbers cautiously. Aim for an informed discussion rather than a speaker ranking. Positive feedback does not automatically demonstrate how much knowledge someone gained.

Turn feedback into specific programme decisions

Suppose attendees find a topic relevant but ask for more practical examples. The next step could be an in-depth workshop or a different speaker brief. A lower score then opens a discussion about the format, rather than immediately becoming a reason to drop the subject.

We help you decide in advance how to present the results for that discussion. For each topic, the committee can record what to retain, adapt or investigate. Give speakers a useful summary with context and specific suggestions. Review free-text comments before forwarding them and remove unnecessary personal details.

Explain how you will use responses

Tell attendees why you are collecting feedback and who will receive it. Agree which committee members or staff need access and how long responses will be kept. This keeps the feedback focused on preparing the next conference.

Describe an evaluation as anonymous only when the setup supports that claim. A form without a name field is not automatically anonymous: a personal link or code may still allow answers to be traced back to someone. We discuss the intended setup and check which explanation fits. Keep attendance recording and any accreditation requirements in view as separate considerations.

Frequently asked questions about session evaluation