We all have those ah-ha moments in the midst of our busiest event of the year, and unless we’re intentional about capturing them, they’re likely to fade away. Whether it’s a realization during setup or a comment from a peer over coffee, those fleeting thoughts often hold the key to improving our future events.
To grow, we must constantly evaluate our processes and performance. Some of the most valuable lessons aren’t found in post-event surveys, but rather in casual conversations and reflective moments. Below are some best practices for making sure your insights actually get implemented at your next event.
1. Create a shared "Lessons Learned" document.
Start with a collaborative document that’s accessible to your entire team. Everyone should feel empowered to contribute whenever a thought strikes; before, during, or after your event.
Tip: Use a simple shared Google Doc or download a lessons learned template to get started.
2. Keep it organized.
A chaotic document won’t be helpful down the road. Take time to organize your takeaways by:
- Functional area (ex.: registration, catering, AV)
- Stakeholder group (ex.: attendees, sponsors, speakers)
- Planning phase (ex.: sourcing, site visit, on-site education)
This structure will make it much easier to plug improvements into your future planning timeline.
3. Make it a weekly habit.
Set aside a few minutes in your regular team meeting to reference the document. Ask:
- Did anything new come up this week?
- Are we implementing the lessons we identified last year?
- Have they been incorporated into our timeline?
- Can we refine those ideas even more?
4. Add notes in real time.
Don’t wait for your next meeting to record an improvement opportunity. If a good idea surfaces, write it down immediately. Even if it’s just a quick note on your phone, be sure to add it to the main document later.
5. Track progress from year to year.
Keep all your notes in one evolving document because it allows you to see how your processes have improved and revisit old ideas that may be relevant again. You might find that something you dismissed a year ago is exactly what you need now.
6. Capture insights while onsite.
Some of your best lessons will emerge while you’re onsite at the event. Keep a flipchart in the staff office so team members can quickly jot down observations throughout the day- just be sure they make it into your shared document later. Take a few minutes each morning or evening to review these notes together and discuss the “why” behind each lesson.
Final Thoughts
Your “lessons learned” document doesn’t need to be fancy, but it does need to exist. It’s one of the easiest tools to help you plan better events using your own experiences. Not every idea will be worth pursuing long-term, and that’s okay. The key is to capture those thoughts while they’re fresh and revisit them with intention.
Your future self will thank you.
Jessica MacMillan
Jessica MacMillan is a Senior Meetings and Membership Coordinator, formerly an intern for the organization, who combines strategic event planning with a passion for fostering community. She holds a B.A. in Tourism, Conventions, and Event Management from IUPUI, along with certificates in Business Foundations and Tourism Development. Jessica was nominated for the MPI Indiana Chapter’s IMPRESS “One to Watch” award and actively volunteers on the chapter’s Education Committee. She is also serving on the Local Organizing Committee for the ASAE Annual Meeting in 2026. Jessica is working toward her CMP designation and finds joy not only in growing her career, but also in reading historical books, particularly true Holocaust stories, and spending quality time with her family.