Tracking the Basics: What Information Should be Tracked and How?

Track essential “process” and “outcome” information (who, what, where, when, why, how and what happened) about every activity.  Use the Event Evaluation Tracking Form during planning, implementation and as follow-up to every event and activity. 

  • Track “process” information.
    • What did you do and when it was done?
    • Who helped plan, implement and support the event?
    • How many people from the community participated?
    • How many and what kind of materials were distributed?
    • Who attended? (Use a sign-up sheet to grow your mailing list!)
  • Track outcomes and results.
    • Informal feedback from participants – what you heard them say about the event either on-site or afterward
    • Your group’s impressions of the activity or event:
      • What went well?
      • What would you do differently next time?
      • What lessons did you learn? 
    • What happened as a result of this event/activity:
      • New opportunities that arose?
      • New partnerships?
      • Changes to your goals or plans?
  • Track impact on participants. This takes a little more time and effort, and may not be possible for all events, but the effort is worth it.
    • Use the Participant Feedback Form template in this section to find out:
      • What did participants learn?
      • Did their attitudes change?
      • Did they get what they came for?
      • What did they do (or will they do) following the event/activity?
  • Capture your stories. Turn stories from your events into elements of the assessment by using the Capturing Stories Guide provided in this section.