Your event — the one you’ve organized with dedication, hard work, and maybe even a bit of stress — has just come to an end.
Now it’s time to gather valuable feedback from participants to understand what they appreciated most and what, instead, could have gone better.

If you’re wondering what’s the best way to do that, the answer is simple: send them a satisfaction questionnaire.

Knowing how to structure a satisfaction questionnaire for participants will help you collect accurate feedback and identify what worked well and what should be improved for your next event.

When Is the Best Time to Send Out a Questionnaire?

To obtain meaningful and reliable feedback, timing is everything.

If you send your questionnaire immediately after the event, participants’ responses may be driven by emotions — whether positive or negative — that they’re still processing.
On the other hand, sending it too long after the event may result in less accurate or less engaged feedback.

The ideal solution? Wait about 4–5 days after the event. This gives participants enough time to reflect on the experience and provide more thoughtful responses.

What Questions Should You Ask Participants?

Before writing your questions, keep in mind why you’re collecting feedback and what insights you hope to gain from it.
Your goal is to gather quantitative data that helps you understand what went well and what should be improved.

Whenever possible, focus on questions with measurable answers so that you can easily analyze results using spreadsheets or data visualization tools.

Of course, people often feel reluctant to fill out surveys — so it’s crucial to design a simple, engaging, and quick questionnaire that maximizes response rates.

Here are some best practices to help you create effective questions, based on the expert advice of marketing strategist Marco Sorrentino.

The 5 Golden Rules to Structure a Satisfaction Questionnaire for Participants

1. Keep it simple and clear
   Use short, straightforward sentences. Avoid double negatives, jargon, or overly complex phrasing that could confuse or tire respondents.
2. Use consistent rating scales
   When measuring satisfaction, rating scales (for example, 1 to 5) are the most effective question type. Make sure the same scale is used throughout the entire questionnaire for clarity and comparability.
3. Don’t overload participants with questions
   A long questionnaire leads to lower completion rates. Try to strike a balance between depth and brevity — ideally, no more than 15 questions.
4. Limit open-ended questions
   While free-text answers can be insightful, they are harder to analyze automatically and often discourage participation. Use them only when absolutely necessary.
5. Cross-check consistency
   Include similar questions in different parts of the questionnaire to verify that responses remain consistent and coherent.

Conclusion

Knowing how to structure a satisfaction questionnaire for participants is essential to collecting accurate and actionable feedback.
These insights will help you improve future events and enhance participant satisfaction over time.

Among its many features, the LetzFair platform allows organizers to interact directly with attendees and collect feedback through customizable, interactive surveys.

You can even send questionnaires to specific audience segments — for example, only to participants who attended a particular session or keynote.

Moreover, LetzFair enables you to add multimedia elements such as images, audio, and video to make the respondent’s experience more engaging and enjoyable.

All these actions can be managed directly within the platform, without the need for external software.

???? Request a demo to discover how LetzFair can help you collect powerful insights and improve participant satisfaction at your next event.