The document outlines the importance and objectives of evaluating conferences to ensure continuous accountability and learning. It discusses various data collection methods for impact assessment and emphasizes the need for planning and budget allocation for evaluations. Key lessons highlighted include the challenges of impact measurement, the necessity of data disaggregation, and the importance of utilizing evaluation findings effectively for future conferences.

1. GENEVA EVALUATION NETWORK
WORKSHOP
CONFERENCE EVALUATION
Organized by Laetitia Lienart & Glenn O’Neil
Geneva, 16 March 2011

2. WHY IS IT IMPORTANT TO EVALUATE CONFERENCES?
Institutional
Memory
ESSENTIAL
FOR…
Continuous
Accountability Learning/
Improvement

3. WHAT ARE THE OBJECTIVES OF CONFERENCE
EVALUATIONS?
ASSESS
IMMEDIATE IMPACTS
PROCESS
OUTCOMES (lasting changes)
At individual
Governance Reactions
level
Learnings/ At organizational
Programme
Benefits level
Logistics &
Applications At country level
onsite support
Information/
Communication

4. RELEVANT DATA COLLECTION METHODS
Face-to-face or phone individual interviews (structured
& semi-structured)
Focus group interviews
Online surveys
Printed surveys
Structured observations of key sessions and
conference areas
Review of conference programme and online resources
Review of statistical data on conference registration,
scholarship recipients, abstracts, etc
Review of statistical data and evaluation findings from
previous conference to allow comparison over time

5. RELEVANT DATA COLLECTION METHODS (cont.)
Use of rapporteurs to follow sessions addressing key
topics. Their feedback can be also used to measure
some indicators (e.g. number of sessions presenting
new findings).
Use of conference “instant” feedback systems.
Use of network analysis and mapping.
Analysis of the conference media coverage.
Review of posts and comments left by delegates and
non-attendees on the conference blog, Facebook page
and Twitter.

6. Focus on IMPACT ASSESSMENT
 Assessing conference impact(s) is feasible but needs to be
planned and budgeted for at the planning stage (incl. in ToRs)
 Methods: follow-up survey (online/face-to-face), action plans
Ex: AIDS 2008 follow-up survey (1,5 year after)
 1,195 AIDS 2008 delegates completed the survey
 About 2/3 had learnt something new and had changed some
aspects of their work practice thanks to the new knowledge
gained at the conference
 Almost half reported that AIDS 2008 had directly influenced
their organizations’ HIV work
 Almost 4 in 10 were aware of AIDS 2008’s influences on HIV
work, policies or advocacy in their countries
 75% had kept in contact with at least 1 person met at AIDS
2008, mainly to exchange knowledge, lessons learnt and/or
suggested solutions (86%)

7. USE OF EVALUATION FINDINGS
Evaluation findings should be “very usable” as
conferences are often repeated annually or bi-annually.
Importance of “buy-in” of conference organizers.
Sharing of evaluation plan with conference organizers
and committees/working groups*.
Evaluation reports: the quality of content and format is
crucial to attract readers and convince them that
evaluation results are reliable and useable.
Dissemination of evaluation results: timely, use a
variety of channels depending on the target audience.
Use of follow-up mechanisms** with conference
organizers and relevant stakeholders.
Review progress on evaluation findings in the lead-up
to the next conference.

8. KEY LESSONS LEARNT
1. Over-positive feedback (new strategy to be tested in 2011).
2. Evaluation report more used as an accountability & marketing
tool rather than for learning purposes.
3. Unwillingness of conference organizers to devote adequate
human & financial resources to evaluation.
4. Impact assessment remains a challenge (difficult to measure
the extent to which changes are attributable to the
conference, especially policies, norms & guidelines).
5. Data disaggregation is important to make evaluation results
more accurate and useful*.
6. Conference evaluation provides unique opportunity to see
how findings are integrated (or not) into future conferences.

9. Further information
Proceedings (slides & handouts) of a 1-day workshop on
conference evaluation held in Nov 2010 are available on
request (email Laetitia.Lienart@iasociety.org)
Feel free to join the Conference Evaluation Google Group:
http://groups.google.com/group/conference_evaluation
Glenn’s blog has more resources on conference evaluation,
see category “event evaluation:
http://intelligentmeasurement.wordpress.com/category/event-evaluation/