SayPro Participant Management: Facilitate registration, communication, and support.

✅ SayPro Participant Management Plan

Event: SayPro Monthly Fundraising Event – January (SCDR-2)
Theme: “Back2Bright Futures” – Education and Youth Empowerment
Department: SayPro Development Strategic Partnerships Office
Initiative: SayPro Development Royalty (SCDR)
Format: Hybrid (In-person + Online)
Expected Participants: 300 in-person attendees, 1,000+ virtual participants

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🎯 I. Participant Management Objectives

1. Streamline registration for both in-person and online participants.
2. Ensure clear, consistent communication before, during, and after the event.
3. Provide responsive support and engagement to attendees, contributors, and VIP guests.
4. Track attendance and engagement to inform post-event reporting and future planning.

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📋 II. Participant Categories

Category	Description
General Attendees	Community members, youth, educators, public guests
Donors & Sponsors	Corporate partners, philanthropists, institutional donors
Speakers & Performers	Panelists, workshop leaders, artists, keynote speakers
Volunteers & Support Staff	SayPro youth, event workers, ushers
Media & Influencers	Journalists, bloggers, digital content creators
Virtual Participants	Remote viewers on streaming platforms

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📝 III. Registration Process

1. Registration Channels

Channel	Description
SayPro Website	Custom registration form with attendee category selection
Eventbrite/Quicket	Secondary registration and ticketing (for broader reach)
WhatsApp RSVP	Community-friendly registration using broadcast lists
In-person Pre-Registration	For schools, churches, and local youth groups
On-site Registration Desk	Walk-in attendance with quick forms and name tags

2. Registration Form Fields

• Full Name
• Email Address / WhatsApp Number
• Age / Affiliation (Student, Donor, Sponsor, etc.)
• Attendance Type (In-person or Online)
• Dietary Preferences (for in-person)
• Accessibility Needs
• Consent for Photography & Recording

3. Confirmation & Ticketing

• Automated email/WhatsApp confirmation
• QR-coded tickets for in-person participants
• Zoom/YouTube links for virtual participants (sent 3 days prior)

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💬 IV. Communication Strategy

1. Pre-Event Communication

• Welcome Email: Registration confirmation, agenda, FAQs, directions
• Reminders:
  • 7 days before: Event theme and highlight preview
  • 2 days before: Access links, what to bring, COVID-safety info
  • 1 hour before: Live reminder via SMS/WhatsApp and email

2. Event Day Communication

• Announcements and updates via PA system and digital screen
• Real-time updates on social media and WhatsApp broadcasts
• Help Desk and Info Booth available on-site

3. Post-Event Follow-Up

• Thank-you messages and feedback survey
• Certificate of attendance (digital for participants and contributors)
• Link to recorded sessions and event photo gallery
• Opportunity to join SayPro’s mailing list or volunteer network

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🧑‍💼 V. On-site Participant Support

Station	Purpose
Reception/Check-in	Registration confirmation, ticket scanning, name tags
Help Desk	Inquiries, lost & found, emergency contact
Accessibility Station	Support for attendees with special needs (wheelchair seating, interpreters)
Sponsor & VIP Lounge	Dedicated seating, refreshments, host support
Youth Engagement Area	Interactive learning and activities for students

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🔗 VI. Virtual Participant Management

Activity	Details
Streaming Platform	YouTube Live or Zoom Webinar (moderated)
Online Moderator	Monitors chat, Q&A, and audience polls
Real-time Polls & Questions	Engagement through Slido or Mentimeter
Technical Support Hotline	WhatsApp line and backup email for assistance
Live Social Updates	Key quotes and moments shared for virtual audiences to engage with

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🧾 VII. Tracking & Attendance

• Digital Check-ins via QR code scanners or tablets at the door
• Manual logs for walk-ins and unregistered participants
• Virtual participation analytics from Zoom/YouTube backend
• Daily attendance reports for partner recognition and future planning

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📊 VIII. Participant Engagement Metrics

Metric	Target
In-person registration goal	300 attendees
Virtual attendance goal	1,000+ viewers
Check-in completion rate	95% of registrants
Survey response rate	30%+ post-event feedback
Participant satisfaction score	90%+ positive rating
Volunteer participation	20 trained youth volunteers

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✅ IX. Contingency Planning

Challenge	Solution
Technical glitches in registration	Paper backups and manual check-in lists
Overcrowding at entrance	Multiple check-in desks with signage
Speaker no-show	Backup panelists or pre-recorded video
Miscommunication	Central command team with handheld radios or mobile coordination group

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🏁 X. Conclusion

Effective participant management is key to a successful and impactful event. By providing a clear registration process, personalized communication, real-time support, and inclusive engagement, SayPro can create a positive experience that encourages long-term relationships with attendees, donors, and partners.