University of Guelph-Humber

After an event or activity is completed, it is very important to make sure you keep a record of what happened to create a historical trail of what the society has done. This allows the new executives to make informed decisions about events and learn from previous experiences.

The Activity Debrief Form template can be downloaded here.

To view a sample form, click here.

Some things to consider writing about in your activity report include:

• Did the event meet your intended outcomes?
• What did student attendees gain from participation?
• Did the date during the semester work?
• Was the time and length good for students?
• What worked well?
• What could have gone better?
• What resources were utilized?
• What resources would have been nice to have had?
• How were volunteers managed? What roles did they hold?
• What important people were involved? Make sure to note down their title or position in case someone else steps into their role in the future, the new executive team will still be able to reach out to the correct staff person even if there has been staff turnover.
• What was the best thing that happened and how can a future executive team ensure that it happens again?
• What recommendations do you have for a future executive team planning this event?

Make sure you keep copies of any emails sent during the planning and execution process of this event. If anything was sent from an executive’s personal account, ask them to forward the emails to the society’s main GryphMail account for documentation purposes.

The Vice President of Communications is also responsible for bringing all documents and important files to Student Life prior to the end of the academic year, for archival purposes.