Overview
Post-event work begins immediately after the event closes and continues for 4–8 weeks. It covers financial reconciliation, attendee follow-up, CPE/CE reporting, vendor invoicing, and debrief documentation for future events.
Responsibilities
- Meeting Staff: Attendee follow-up, CPE/CE certificates, final registration reconciliation, event debrief
- IT: Post-event data cleanup in re:Members, attendance exports for CPE reporting
- Accounting: Final invoice reconciliation, hotel attrition settlement, post-event P&L
Step-by-Step Process
Immediately Post-Event (Days 1–7)
- Pull the final registration and attendance reports from re:Members
- Process any final cancellations and refunds per the cancellation policy
- Send the post-event thank-you communication to attendees
- Distribute speaker thank-you notes
- Collect and compile session evaluations / attendee feedback
- Submit CPE/CE attendance records to the appropriate accrediting body
Week 2–4
- Reconcile final hotel room block and calculate attrition (if applicable)
- Review and approve all vendor invoices (AV, venue, F&B, housing bureau)
- Close out the event in re:Members — deactivate pricing tiers, archive discount codes
- Compile the financial post-mortem with Accounting
- Document lessons learned from the event debrief session
Week 4–8
- Distribute CPE/CE certificates to eligible attendees
- Archive all event files to SharePoint (contracts, rooming lists, final reports)
- Close the event record in re:Members
- Begin preliminary planning data for the next iteration of the event
CPE/CE Certificate Process
| Step | Detail |
|---|---|
| Pull attendance | Export session sign-in data from re:Members |
| Calculate hours | Match attended sessions to approved CPE hour values |
| Certificate generation | PLACEHOLDER — system/process needs documentation |
| Distribution | Email certificates within 30 days of event close |
Tools & Systems
- re:Members (Impexium): Final reconciliation, CPE export, event archiving
- SharePoint: Post-event archive, vendor invoice tracking, debrief document
- Accounting System: Invoice reconciliation, P&L report
Key Contacts
| Role | Name | Contact |
|---|---|---|
| Meeting Lead | meetings@alta.org | |
| Accounts Payable | ap@alta.org | |
| CPE Coordinator |
Related Pages
This page is part of the Meeting Process Lifecycle documentation. Content needs review from Meetings team — use "Draft with DASH A.I." to expand.