SayPro Participant Management: Handle registration, participant queries, and ensure smooth interaction between trainers and participants.

SayPro Participant Management Plan

Objective

To ensure a seamless, supportive, and engaging experience for all participants by managing registration efficiently, addressing participant queries promptly, and facilitating clear, productive interaction between participants and trainers throughout the camp.

1. Registration & Pre-Camp Onboarding

A. Registration Process

Online and In-Person Options:

Create an online registration form (Google Forms, JotForm) for digital users.
Offer paper-based registration at SayPro offices or local community centers.

B. Registration Information Collected

Full name, age, gender
Parent/guardian contact info
Emergency contacts
Allergies/medical needs
Consent forms (media release, activity participation)
Special needs or dietary restrictions

C. Confirmation & Communication

Send confirmation email/SMS within 48 hours of registration
Include:

Welcome letter
Camp dates, venue map, and packing list
Rules and code of conduct
Contact for queries (dedicated WhatsApp number or email)

2. Participant Preparation

A. Orientation Materials

Share pre-camp orientation materials including:

“What to Expect at Camp” guide
Sample schedule
Behavior expectations
Safety instructions (sun safety, hydration, no fire hazards)

B. Group Assignment

Divide participants into small groups or “craft clans” (6–10 per group) by age
Assign group leaders (volunteers or junior leaders) for support and supervision

C. WhatsApp/Communication Group

Create a WhatsApp group (for parents/guardians) to:

Share updates, photos, logistics changes
Build trust and transparency

3. Onsite Check-In and Welcome

A. Check-In Desk

Set up a welcoming registration desk on Day 1:

Check off names from attendance list
Distribute name tags, group colors, camp journals
Collect any outstanding forms

B. Welcome Briefing

Conduct a fun, interactive orientation session:

Introduce staff, trainers, and safety officers
Explain camp rules and how to seek help
Share the daily routine and session types

4. Participant Engagement & Support

A. Daily Supervision

Each group accompanied by:

1 adult supervisor (volunteer or junior staff)
1 float staff supporting across groups
Conduct daily attendance checks (morning and after lunch)

B. Participant Query Desk

Designate a participant support point (clearly marked tent or table)

For lost & found, questions, help requests
Staffed by the Participant Liaison Officer

C. Behavior & Inclusion Support

Use a Positive Participation Policy:

Encourage teamwork and respect
Address behavioral concerns through one-on-one guidance
Ensure inclusion of shy, quiet, or differently-abled participants:

Assign peer buddies
Adapt activities as needed

5. Facilitating Trainer-Participant Interaction

A. Interactive Sessions

Encourage trainers to:

Begin sessions with short icebreakers
Ask open-ended questions
Allow participants to lead parts of the session (e.g., explaining their craft)

B. Staff Mediation

Assign SayPro staff to:

Support trainers in managing group dynamics
Translate or clarify instructions if needed
Provide encouragement and motivation to disengaged participants

C. Feedback and Reflection Time

Provide space each day for participants to:

Reflect in their camp journals
Share thoughts in group circles
Give feedback using “likes, learns, and wishes”

6. Health, Safety & Well-being

A. Medical Support

Onsite first aid kit and trained responder
Emergency protocols briefed on Day 1
Medical information (from registration) accessible to health officer

B. Emotional Support

Designate a well-being volunteer trained to:

Talk with homesick or distressed youth
Help resolve minor conflicts
Promote kindness and empathy

7. End-of-Camp Closure

A. Celebration & Showcase

Organize a camp showcase on Day 5:

Display participants’ crafts
Allow youth to present their creations
Invite families to attend if possible

B. Certificates & Recognition

Provide certificates of participation
Recognize standout contributions (e.g., “Eco Hero”, “Craft Star”, “Team Spirit”)

C. Post-Camp Communication

Send follow-up email/SMS to families with:

Thank-you message
Camp highlight photos
Feedback survey link
Opportunities to join SayPro’s future programs

8. Participant Management Tools

| Tool/Document | Purpose |
| — | — |
| Registration Database (Excel) | Track participants and emergency info |
| Daily Attendance Sheet | Monitor presence and group movements |
| Participant Journal | Encourage reflection and capture feedback |
| Incident Log | Record any medical/behavioral issues |
| WhatsApp Group | Share updates and receive parent queries |

By implementing these participant management practices, SayPro ensures a safe, inclusive, and enriching camp experience where participants are well-supported, engaged, and able to build meaningful connections with both trainers and peers.

Would you like editable templates for registration forms, attendance sheets, or participant feedback surveys to go along with this plan?