SayPro Pre-Event (01-01-2025 to 01-05-2025)

SayPro Tasks to Be Done for the Period:
Pre-Event (01-01-2025 to 01-05-2025)

1. Finalize Event Content and Prepare Materials
– Content Finalization:
– Collaborate with subject matter experts to finalize the event agenda and topics to be covered.
– Ensure content is aligned with the event’s goals, objectives, and the target audience’s needs.
– Define the structure of each session, including the length of presentations, discussions, and interactive elements.

– Prepare Travel Policy Templates:
– Review and update SayPro’s travel policy templates to ensure they are up-to-date and easy to understand.
– Customize templates as necessary for specific event-related travel (e.g., accommodation, meals, transportation).
– Ensure all relevant details are included, such as allowable expenses, travel reimbursement processes, and deadlines for submitting claims.

– Create Presentation Slides:
– Design engaging and visually appealing slides that support the event content.
– Include clear, concise bullet points, data visualizations, and relevant graphics.
– Coordinate with presenters and speakers to ensure their slides align with the overall event theme and messaging.
– Prepare alternative presentation formats (e.g., PDF, video) for accessibility.

– Design Practical Exercises:
– Develop practical exercises or workshops that will help attendees apply the event’s key takeaways.
– Create instructions and guidelines for facilitators, ensuring smooth execution during the event.
– Prepare any required resources or materials for exercises, such as handouts or digital files.

2. Promote the Event to Relevant Stakeholders
– Internal Communication:
– Use SayPro’s internal communication channels (email newsletters, intranet, team meetings, etc.) to inform employees about the upcoming event.
– Highlight key benefits of attending, such as networking opportunities, skill-building sessions, and actionable insights.
– Ensure that all relevant departments and team members are aware of the event details and encourage them to register in advance.

– Registration Process:
– Provide a clear call to action for registration, with easy-to-follow instructions for signing up.
– Monitor registration progress and follow up with teams that haven’t registered.
– Ensure all stakeholders have the information needed to complete registration (event location, date, schedule, and registration link).

– Stakeholder Engagement:
– Identify key stakeholders (e.g., senior leaders, external partners, industry experts) who should be involved in the event.
– Personally invite top-level stakeholders to ensure high-level participation.
– Encourage departments to promote the event internally to increase engagement.

3. Ensure Smooth Online Platforms Setup for Registration and Participation
– Event Registration Platform Setup:
– Review and update the SayPro website and event registration platform to ensure it is fully functional.
– Test the registration process thoroughly, including confirmation emails, payment gateways (if applicable), and user-friendly navigation.
– Make sure that registration details are properly captured and organized for follow-up communication.

– Ensure Integration with Communication Tools:
– Ensure the online platforms are set up to allow seamless communication between organizers and participants.
– Integrate the event calendar with notification systems to send automated reminders to registrants.
– Confirm compatibility of the event platform with virtual tools, ensuring that it supports online participation for remote attendees.

– Event Website Maintenance:
– Regularly update the event’s website with the latest information, such as changes to the schedule, speakers, or logistical details.
– Include a FAQ section to answer common attendee queries regarding registration, event access, and event policies.
– Set up a dedicated support line (email or chat) for attendees to reach out in case of technical difficulties.

– Pre-Event Testing:
– Conduct multiple test runs of the registration and event participation systems to ensure everything functions smoothly.
– Simulate different user journeys (e.g., registration, login, virtual session participation) to identify potential issues before the actual event.
– Ensure that backup systems are in place in case of technical failures during registration or the event.

By completing these tasks, SayPro will ensure that the event is well-prepared, engaging, and accessible to all stakeholders, setting the stage for a successful and impactful event.