Process 03: Summary and experience report after each charity event

I. OBJECTIVES

- Record all results, data, images and lessons learned from the activity.
- Draw on deep experience to improve the organization process next time.
- Serve as a basis for financial transparency - build media reports - and apply for further funding.

II. SUMMARY PRINCIPLES

• Complete the summary within a maximum of 5 days after the activity ends.
• Base it on data, photos, minutes, and actual feedback – not just personal impressions.
• Provide clear feedback: what went well – what did not – what should be improved.
• The summary must include representatives from all participating teams, the supervising teacher, and the Club Head.

III. IMPLEMENTATION STEPS

📍Step 1: Collect documents and feedback

- The secretariat and media groups submit full photos/videos/minutes/activity logs.
- The professional groups submit feedback - comments - recommendations.

📍 Step 2: Write a summary report

- Use the Club's standard template to write a summary report including the following sections:

• Objectives – Contents – Results achieved
• Specific data (participants – number of households receiving support – budget used…)
• Evidence: photos, feedback, summary tables, activity maps
• What went well – what didn't go well – suggestions for improvement

📍 Step 3: Review meeting

- Organize a club-wide meeting (in person or online).
- Groups take turns presenting their comments – lessons learned – suggestions.
- The secretary takes minutes to draw lessons learned – summarizes comments.

📍Step 4: Release and publicize the report

- Report approved by the Headmaster/teacher – archived in the Club file.
- Publicize the main content on the school/class bulletin board or Club newsletter.
- Use this report as evidence for further activities and sponsorship requests.

IV. ASSIGNMENT OF RESPONSIBILITIES

- Secretary group: collect documents, write draft reports.
- Head teacher/teacher: review reports, chair experience review meetings.
- All club members: send honest feedback and good-natured suggestions.

V. ATTACHED FORM

✅ Activity summary report template
✅ Individual/Group Feedback Form
✅ Sample meeting minutes to review experience
✅ Sample proposal form for next improvement

Special note

- Every activity, big or small, needs to be summarized – that is how the club grows.

- Encourage students to write an activity diary to reflect on their personal feelings and lessons.