Including the parts your delegates did not notice
Whoever signed the budget internally has to justify it afterwards. The report exists for that conversation rather than for ours, which is why it contains what went wrong as well as what went well.
What the report contains
- Attendance. Confirmed delegate list against the manifest, with no-shows and late additions noted.
- Itemised account. Every component against the quoted figure, with variances explained. Supplier invoices for any pass-through amendment supplied on request.
- Photographs and video where commissioned, delivered as usable files rather than a link that expires.
- Programme record. What ran, when, and any change from the contracted itinerary.
- Deviations. Everything that did not go to plan, including items your delegates did not notice and including where we were at fault.
- Incident record if any, cross-referenced to the 24-hour written report.
- Supplier performance notes for anything we would change next time.
- Sustainability data where requested — transport, catering and waste figures for a CSR or ESG report.
Clients occasionally find it uncomfortable that we list problems they never saw. The alternative is a report that only records success, which is worth nothing when your finance director asks whether the supplier is honest. A report you can trust has to include the things you would not have discovered.
What it is used for internally
The itemised account
Every line against quote, with variances explained. The document your finance function actually wants, rather than a single invoice total.
Incident and safety record
Evidence that ratios were met, plans existed, and incidents were reported. What a risk review asks for after the fact.
Attendance and outcome
Participation figures and programme record, which is what a repeat budget request is built from.
Performance notes
If you run an annual supplier assessment, the material is already assembled rather than reconstructed from memory.
Sustainability data
Transport, catering and waste figures where requested at brief stage. Ask before the programme, not after — some of it cannot be reconstructed.
Photographs and video
Usable files for your intranet or next year's announcement, cleared for your use.
What we ask of you
- Tell us at brief stage if you need sustainability data. Transport and waste figures have to be captured during the programme; they cannot be reconstructed afterwards.
- Tell us who the report is for. A report for a finance director and one for an HR director emphasise different things, and we would rather ask than guess.
- Raise problems during the programme. Almost everything is fixable on day two. The report documents; it does not repair.
- Confirm photography consent. Where delegates appear in images you intend to publish internally or externally, consent is your side to obtain and we will flag it if it is missing.
Questions clients ask most
Can we get the report in our own template?
Send it and we will populate it. Most clients find ours covers what they need after the first programme, but if your organisation has a required format, we work to it.
How detailed is the account?
Line by line against the quoted components, with any variance explained. Pass-through amendments come with the supplier invoice attached rather than as a marked-up figure.
Do you report problems we did not see?
Yes, deliberately. A report that only records success is not useful to you when you are deciding whether to use us again.
How long do you keep programme records?
For the statutory retention period applicable to the contracting entity. Delegate personal data is retained only as long as required and is never added to a marketing list.
Where to go next
Four fields and you can send
Send the outline and you get a free feasibility reply within eight working hours — whether your dates hold at that headcount, what constrains them, and an indicative price range. No payment and no commitment at this stage.