Host Guides: Feedback form how to and when it should be used

Host Guides: Feedback form how to and when it should be used

🟦 1. When to Introduce the Feedback Form

  • Timing: Mention the form at the end of each session before everyone leaves.

  • Tone: Keep it upbeat, simple, and supportive.

  • Script Example:

    “Before you go, we’d love for you to take a minute and tell us how today went! Just a short form—your feedback helps us make every event even better.”

🟦 2. How to Explain the Form

Use everyday language to explain the purpose:

  • “It’s a way to tell us what you liked.”

  • “You can suggest something we could add or change next time.”

  • “You can even give a shout-out to a host or friend who helped make your day better.”

Remind them:

  • It’s okay if they don’t know what to say.

  • Spelling doesn’t matter.

  • They don’t have to write a lot.

🟦 3. Walkthrough Instructions (Host Can Read Aloud or Screen Share)

Here’s what to say or show step-by-step:

A. Open the Form

“Click the link in chat or go to wethrivetogether.org/feedback-form.”

B. Fill Out These Parts:

  1. Your Name – “Put your name so we know who you are!”

  2. Email – “This helps if we need to follow up or thank you.”

  3. Date of the Event – “You can type today’s date—like June 29, 2025.”

  4. Event Name – “For example, Trivia Time or Stretch & Move.”

  5. Host Name – “That’s me—or whoever led today’s group!”

  6. Feedback – “This is where you share what you liked or want us to know.”

C. Type the CAPTCHA

“There’s a box at the bottom with some letters or numbers—just type what you see!”

🟦 4. Prompts to Help Them Give Great Feedback

If they don’t know what to write, read a few of these aloud to get them thinking:

“What was your favorite part of today’s event?”

“Did the host make you feel welcome?”

“Would you like to do this activity again?”

“Is there anything we can do better next time?”

“Was there anything that made you smile?”

Encourage full sentences if possible, but any answer is helpful!

🟦 5. Encouraging Positive and Helpful Responses

Help individuals express themselves kindly and constructively:

Instead of: “It was boring.”

Try: “I liked the music but wish we had more time to play.”

Instead of: “I don’t know.”

Try: “I liked seeing my friends. That was the best part.”

Remind participants:

“Your words help us improve, and when you share something positive, it lifts up our whole team!”

🟦 6. Offer Help Gently

For those who need support:

  • Ask: “Would you like help filling it out?”

  • Offer to type for them (with their permission)

  • Encourage using just a few words or even voice-to-text if available

  • If someone cannot use the form at all, offer to collect their response verbally and submit it on their behalf (with their consent)

🟦 7. Remind and Thank

Before ending the session:

“If you haven’t filled out your feedback form yet, we’d love to hear from you. Thank you for being here today—it means a lot to us!”

If possible, drop the link in chat one more time:
👉 https://wethrivetogether.org/feedback-form

🟩 Sample Feedback for You to Share

Sometimes participants need examples. Feel free to read these:

✅ “I loved the trivia—it made me think!”

✅ “The host helped me feel included.”

✅ “Next time, can we play longer?”

✅ “The music made me happy.”

✅ “Thanks for doing this every week.”

  • Be patient and upbeat.

  • Encourage without pressuring.

  • Celebrate every completed form—even a simple “I had fun!” helps.

  • After the session, consider filling one out yourself and mention you did—it encourages others to follow.

✅ Final Notes for Hosts