by Quentin Wodon
April-May is a busy time for many Rotary districts as this is often the period during which districts organize their annual conference. How can districts organize great conferences combining learning and fun at an affordable cost for participants? A few months ago, I ran a series of three posts on preparing and evaluating great conferences. The posts were based on a detailed evaluation of the conferences organized by my district over the last three years. The evaluation is available here. Given that we are entering conference season in full swing, let me summarize in this post some of the key points I made in the three-part series on this topic a few months ago (the links to the series are Part 1, Part 2, Part 3).
What Feedback Did Conference Participants Give?
In my district, our evaluations suggested that participants were often fairly happy with most aspects of the conferences. But they also had suggestions. When asked what types of sessions they would like to see more off in future conferences, they suggested having more sessions on successful projects and debates/discussions on Rotary and its future. In terms of the types of speakers, participants would like more motivational and entertaining speakers, as well as more speakers from the business world versus nonprofits. Participants would also like less time spent on award ceremonies.
Participants would like the conferences to be shorter (two days). Shorter conferences would also help reduce the cost of attending the conference, which is often a complaint. This in turn may make it easier to attract more Rotarians to these events, including some of the younger Rotarians for whom cost may be a more serious issue. As to whether it is better to have one or more districts present at a conference, feedback was split between the two options – some participants prefer to have only their own districts, while others like the opportunity to meet members from other districts. Virtually all participants like opportunities for discussions with Interactors and Rotaractors, and would like more such opportunities.
While some of the feedback received in your district may be different, it seems to me that quite a bit of what we learned in my district about what was great and what could be improved in district conferences is likely to apply in many other districts as well.
Is It Difficult to Evaluate Conferences?
It is not. Evaluating district conferences in a serious way is feasible at virtually no cost, as illustrated by the work we did in our district. The surveys for the evaluation were administered through the web and by sending an email to participants a few days after the conferences took place. Using web surveys reduced the time needed to tabulate data, and ensures that there is no waste of information, say from legibility issues often encountered with printed surveys. Participation rates can be strong, so that the surveys are representative statistically. You can even monitor changes in the evaluation of conferences over time – as we did – by fielding similar surveys year after year.
Our latest survey for 2014 survey had a total of 24 questions, some with multiple sub-questions. The questionnaires were designed to take about 15’ to complete, so that substantial information can be captured without taxing too much the time of respondents. Two emails (one initial email and one reminder email) were sent to participants to ask them to fill the survey – this was enough to generate fairly good response rates.
In terms of the structure of the questionnaire, a first set of questions were asked to respondents about their profile (age, gender, Rotary status, length of membership, club affiliation, past attendance at district conferences, attendance rate at club meetings, positions of leadership in the organization, etc.). A second set of questions were asked for participants to evaluate all of the conference sessions to which they participated one by one, as well as their general appreciation of the conference along a number of characteristics and some of their preferences for future sessions. Finally, a last set of questions were open-ended to elicit qualitative feedback on the conferences. The questionnaire of the 2014 evaluation is available in the report on the evaluation.
If your district is one of many that are organizing their conference in the last quarter of the Rotary year, good luck! And if you would like help with evaluating your conference, please let me know by sending me an email through the Contact Me page of the blog.