SayPro Host a Kick-Off Webinar

SayPro Event Launch (Start Date: 01-06-2025)

Host a Kick-Off Webinar to Introduce the Purpose of the Event, Set Expectations, and Explain the Schedule

Hosting a kick-off webinar on June 1, 2025, as part of the SayPro Monthly January SCSPR-24 event launch is a crucial step in engaging participants, setting the tone for the event, and ensuring everyone is aligned on expectations and event goals. Below is a detailed task list for successfully planning and executing the kick-off webinar:

1. Define the Purpose and Objectives of the Webinar

• Task: Clearly outline the key objectives of the webinar, including introducing the event, setting expectations for attendees, explaining the event schedule, and engaging participants.
• Responsible: Event Coordination Team
• Deadline: May 20, 2025
• Details: Ensure that the webinar’s primary goal is to create excitement and clarity about the event. Focus on helping attendees understand the value of the upcoming workshops and sessions, how to navigate the event schedule, and the logistics involved.

2. Select the Webinar Platform

• Task: Choose an appropriate webinar platform (e.g., Zoom, Microsoft Teams, or a specialized event platform) that supports live streaming, Q&A, and screen sharing.
• Responsible: Event Technology Team
• Deadline: May 25, 2025
• Details: Ensure the platform is user-friendly, can host a large number of participants, and supports features such as chat, polls, and live Q&A. Test the platform beforehand to ensure a smooth experience.

3. Develop Webinar Content and Presentation Slides

• Task: Create engaging and informative presentation slides that clearly outline the purpose, expectations, event schedule, and how participants can maximize their experience.
• Responsible: Content Development Team
• Deadline: May 28, 2025
• Details: Focus on clarity and engagement. Include visuals, event highlights, and an overview of the key topics covered during the event. Prepare a section for Q&A at the end to address any immediate questions participants may have.

4. Invite Key Speakers and Facilitators for the Webinar

• Task: Confirm the participation of key speakers or event organizers to join the webinar and deliver key messages.
• Responsible: Event Coordination Team
• Deadline: May 29, 2025
• Details: Ensure that guest speakers and key facilitators, particularly those who will be leading sessions, are available for the webinar. They should provide insight into what attendees can expect from their sessions.

5. Send Invitations to Participants

• Task: Send out invites for the kick-off webinar to all registered participants, including the webinar link, time, and a brief overview of what will be covered.
• Responsible: Email Marketing Team
• Deadline: June 1, 2025 (early morning)
• Details: Include the time of the webinar, a registration link (if needed), and instructions for accessing the session. Include a reminder email a few hours before the webinar to ensure high attendance.

6. Prepare for the Webinar Moderation

• Task: Assign a moderator to guide the webinar, introduce speakers, and manage Q&A or audience interaction during the event.
• Responsible: Event Coordination Team
• Deadline: May 30, 2025
• Details: The moderator should introduce the agenda, ensure smooth transitions between speakers, and keep the webinar on track. They should also encourage engagement by asking attendees to submit questions or comments during the presentation.

7. Rehearse the Webinar

• Task: Conduct a rehearsal of the kick-off webinar with all speakers and facilitators to ensure everyone is prepared and the technology functions correctly.
• Responsible: Event Technology Team / Speakers
• Deadline: May 31, 2025
• Details: Test the platform’s functionalities (audio, video, screen sharing, etc.), check the internet connection, and ensure that all presenters know their speaking roles. Run through the agenda to ensure everything flows smoothly.

8. Host the Webinar

• Task: Host the kick-off webinar, introducing the event’s purpose, setting participant expectations, and explaining the event schedule.
• Responsible: Event Coordinator / Webinar Moderator
• Deadline: June 1, 2025 (Event Day)
• Details: Present the webinar according to the planned agenda, making sure to cover key points such as:
  • Purpose of the SayPro Monthly January SCSPR-24 initiative.
  • Expected outcomes for participants.
  • Overview of the event’s schedule, including session topics, guest speakers, and workshops.
  • How to engage with the event, submit feedback, and access resources.
  • Answer any preliminary questions from the audience.

9. Engage Participants During the Webinar

• Task: Use interactive elements to engage the audience, such as live polls, Q&A sessions, or live chats.
• Responsible: Webinar Moderator / Event Coordinator
• Deadline: June 1, 2025 (during the webinar)
• Details: Encourage participant interaction during the session. Ask for feedback on the event’s focus areas and invite questions to be answered live. Consider using live polls or surveys to gauge participant understanding or preferences for specific sessions.

10. Record the Webinar for Future Access

• Task: Record the entire webinar for future reference, ensuring that any participants who missed the session can view it at a later time.
• Responsible: Event Technology Team
• Deadline: June 1, 2025 (during the webinar)
• Details: Make sure the recording is high-quality and available for on-demand viewing. Provide access to the recording via a link or through the event’s website after the webinar ends.

11. Send Follow-Up Email to All Participants

• Task: Send a follow-up email to all attendees and registrants with a link to the recorded webinar, event materials, and additional instructions on how to engage further.
• Responsible: Email Marketing Team
• Deadline: June 2, 2025
• Details: Include the link to the webinar recording, downloadable event materials (e.g., agenda, speaker slides), and any next steps. This email should also encourage participants to finalize their registration if they haven’t already and complete any required pre-event forms.

12. Gather Feedback on the Webinar

• Task: Send out a brief feedback form after the webinar to collect insights on how to improve future sessions and to assess the clarity of the event’s objectives.
• Responsible: Event Coordination Team
• Deadline: June 2, 2025
• Details: Use feedback to gauge the effectiveness of the webinar, assess participant engagement, and learn what additional information or support attendees may need leading up to the main event.

Conclusion

The kick-off webinar will serve as an essential introduction to the SayPro Monthly January SCSPR-24 event. By following this plan, SayPro can ensure that participants are well-informed about the event’s purpose, structure, and expectations, creating a strong foundation for the success of the event. Through clear communication, interactive elements, and follow-up support, the webinar will set the tone for a positive and engaging experience for all involved.